Executive Assistant

I'm looking for a very particular kind of person... a person who cannot stand an unfinished storyline, and speaking of stories - this job posting is very much human written. I note this because apparently the AI overlords of recruting posts dislike this greatly... which results in immediate scrutity for being too human (?!?!) and therefore not appropriately... 'job enough'. I wish I was kidding.

So... below you will find the more routine aspects of this position but I would very much love to invite you to view the full listing as a special page on my website, just for you. If you like what you see, bounce on back here to apply, or email me directly.

Primary Position Details

At the beginning of each day, your first question will be "What outcome are we actually trying to create today?" There is a profound difference between this and "What are my tasks today?" and if you feel this difference in your bones, we're already excited to meet you.

You just might be our person if you:

• Manage the calendar and commitments from beginning to end - confirm meetings, notice missing information, chase unanswered invitations, check links and logistics, and make sure that 'scheduled' actually means happening.
• Lead the daily 1:1 - keep it moving, capture commitments, and turn wandering conversation into clear next actions.
• Maintain and improve the systems that hold active relationships, prospects, tasks, meetings, events, ticket sales, artist needs, and a myriad of follow-ups.
• Notice when someone is waiting too long for a response and do something about it.
• Manage reminders, commitments, and projects... giving special attention to the things that this creative leader's brain has dumped into the bucket of “maybe later?” by scheduling a Body Double work session to ensure that no chapter is piecemealed. If you are not familiar with Neurodivergent Body Doubling, look it up and tell me, in your own words, what you think about this and how you might approach it. Yes... this is a test to see if you're paying attention to everything I'm writing.
• Coordinate travel, events, speaking engagements, client sessions, documents, purchases, receipts, and the assorted details that make a standing ovation just a regular part of the experience.
• Support artist, vendor, donor, and colleague communication in a voice that is warm, direct, clear, human, and very much not corporate blathering.
• Use tools like Bloom, Zeffy, Google Workspace, Calendly, Zoom, Fathom, and AI tools including Claude/Open AI - prior experience is nice but not mandatory as long as you are comfortable learning technology and curious enough to reach for a better tool when you find one.
• Document the systems you learn and build, because efficiency is important, especially in the age of AI when things must happen quickly. Work smarter, not harder.

Last but not least, it's super important that the things below accurately describe you:

• You have a real system for tracking things... not just “I’m very organized"... there is a difference.
• You notice that something that was perfect yesterday might need to be lovingly adjusted today because humans are complicated.
• You follow up...and then you follow up again - warmly of course because there's a difference between caring and being controlling or irritated.
• You notice open loops and you naturally ask questions when something does not make sense because it makes more sense to surface a problem early than quietly hope it resolves itself.
• You are comfortable saying, “I need an answer on this" and you can run a meeting without needing to be the expert in the room.
• You can hear ten minutes of conversation and figure out what the other person actually needs to know and what actually needs to be done and you know how to lead with the bottom line in an email instead of making someone excavate it from paragraph seven.
• You really like working with people because there is a difference between professional communication and effective communication.
• You notice moods, wins, insecurity, and excitement... you notice when somebody needs a nudge versus when they need five minutes to think about the variables that they're having trouble finding the words for.
• You can laugh - this matters a lot because this leader genuinely loves this work. There will be fast days, strange days, deeply satisfying days, and occasional days where everyone looks at what just happened and breaths deeply before getting back to tidying up the storyline… even if the main characters are committing mutiny.

The Essentials

This is a full-time, remote, salaried position that pays between $1200-1500 USD/month, and we want to be clear about what that does and does not mean:

We fully acknowledge that, in certain parts of the world, particularly in United States and other urban centers, this salary is not sustainable. If this leader could pay US rates, he absolutely would but, with the economy as it is, especially in the creative arts industry, it's just not possible right now. Please be mindful of this if you choose to apply.

• Salary does not mean you become responsible for the business 24 hours a day or that invisible overtime is an expectation, and sacrificing your health to prove dedication is not a winning strategy. For a leader and a business that is focused on creativity and building a better world, applying the tenants of the work itself is part of the work.
• You will have agreed working hours, and having a life outside of that is a must. That said, this leader is located in the United States on Pacific Time and his normal circadian rhythm, like many creative people, is usually between 11am - 11pmPST. This role does require some alignment with this and this leader would greatly benefit from starting the day with you and working together for at least the first half of the day. For some of you, this may mean an earlier or later day than you're used to... while for others, this may mean overnight.
• We are not going to pretend that sleeping during the day is effortless or that everyone can simply adjust. Some genuinely prefer overnight work - their family rhythm accommodates it, their body tolerates it well, and they have built a life that makes those hours sustainable.
• It is essential that you do not convince yourself that you can tolerate a schedule that you already know will make you miserable. We are looking for someone who will see this through to retirement... for both of you, so this schedule needs to work for your actual life, your health, your relationships, your home environment, and your sleep.
• You’ll need excellent written and spoken English because communication is essential since you'll be the main contact for executives, donors, prospects, and partners.
• You’ll need reliable internet and a realistic backup plan if connectivity or power fails and you’ll need a good computer, camera, microphone or headset, and a quiet enough environment to work and join calls professionally.
• Handling confidential business, calendar, financial, and account information is part of this, so discretion and good security habits are essential.

I do not care if you have a background in executive assistance or office administration - some of my best hires have come from people who have super unique backgrounds combined with a drive to learn and grow. This said, art and event management is a deeply nuanced and complicated industry so it is very important that you have either direct experience in this or a robust set of crossover skills from another field that utilizes many of the same elements.

Lastly, my role in this hire is not a meet and greet and disappear role - I stick around for 30 days to talk, plan, build, and support you. I'm here to make sure that this relationship is successful and epic.

If everything here is your vibe, apply here or email me with your resume and a short paragraph about why you want this and why everything in your life has brought you to this moment.

I'm so excited to hear from you!

Lead Vibrantly,

Eryn Anitavi

LinkedIn: https://www.linkedin.com/in/eryn-anitavi

eryn@sapphiredynamics.com