Executive Assistant (M.K.)

** ** **About the Client** ** **

⚖️ **Legal Made Simple** – A modern virtual law firm serving entrepreneurs and creators with clear, stress-free legal support.

**Coaching with Impact** – A platform helping professionals overcome burnout and thrive with confidence.

**Wellness & Community** – A fitness and mindfulness collective with an e-commerce arm, built to inspire balance and connection.

☀️ **Culture of Sunshine** – A heart-centered team that leads with joy, gratitude, and positivity, where everyone feels supported.

**Growth & Balance** – A workplace that values personal growth, wellness, and autonomy—where working together means thriving together in both business and life.

**Responsibilities of the Executive Assistant:**

**Your responsibilities include:**

* **Calendar Management**
* Manage the executive’s calendar to prevent conflicts and overlapping appointments
* Schedule client consultations during preferred time blocks
* Implement and maintain a color-coded calendar system for clear visibility of different types of commitments
* Ensure the calendar is fully updated daily, allowing the executive to quickly review the next day’s schedule without relying on the inbox
* **Email Management**
* Oversee and organize three separate inboxes, ensuring all emails are reviewed, prioritized, and actioned
* Respond to emails directly as the assistant, maintaining professionalism and consistency in communication
* Utilize a custom GPT tool to draft responses aligned with brand voice, tone, and communication standards
* Handle actionable items promptly, including sharing booking links, confirming appointments, and flagging priority matters
* **Content and Social Media Support**
* Monitor and engage with comments and direct messages across business social media accounts
* Provide light content support, including basic content creation and posting
* Maintain consistency with brand messaging and tone across all digital platforms
* **Task and Project Coordination**
* **File & Document Management**
* Organize desktop files and ensure proper digital filing systems are maintained
* Upload missing documents to Google Drive for secure storage
* Lead an initial desktop cleanup project (e.g., scheduled over a weekend), followed by routine file organization and upkeep.
* **AI (Custom GPT) Support**
* Support the development and refinement of custom GPTs
* Categorize and streamline existing GPT chat threads into well-labeled folders
* Demonstrate an “AI-forward” mindset, with the ability to learn and adapt to evolving AI tools
* **Canva Management**
* Manage design templates, cover photos, and marketing collateral within Canva
* Organize existing projects for streamlined access and usability
* Update and refine brand kits for consistency across all brands
* Note: No advanced design software is required—Canva proficiency and attention to detail are key.
* **Photo & Media Organization**
* Curate and organize an extensive camera roll (42,000+ photos and videos) across iCloud and mobile devices
* Sort and categorize media into personal and professional collections, such as family, pets, and travel
* **Personal Administrative Support**
* **Travel Planning**
* Arrange travel logistics, including flights, hotel accommodations, and transportation, typically on a monthly basis
* Provide organized itineraries with all relevant details in advance
* **Client Gifting & Referrals**
* Coordinate and execute client gifting initiatives, including thank-you packages, referral gifts, and holiday deliveries
* Manage address lists, source packaging, and ensure timely fulfillment
* **SOP & Workflow Development**
* Assist in drafting and implementing Standard Operating Procedures (SOPs) and workflows
* **Ensure documentation reflects brand standards, policies, and communication style**

**Specifics:**

* Time
* Full-time; 8:00 AM – 5:00 PM PST/MST (Arizona)
* **Flexibility Required** – Occasionally working weekends for events or one-off projects (with compensated time off during the week).
* This is a remote position so you can have the freedom to work from anywhere
* **Miscellaneous**
* Attire - business casual when in meetings
* Professional setup (Pains me I actually need to write this down… )
* Clean background
* Good camera
* Good microphone
* Strong wifi
* **Tech Stack**
* Highly Preferred:
* G-Suite
* GoHighLevel
* Notion
* AI tools -
* ChatGPT (Custom GPTs)
* Canva
* iCloud
* **Compensation**
* Fixed Rate $9,600 - $14,400/yr