Executive Assistant

About the Job AOA is hiring an Executive Assistant to create the structure and proactive support that helps our CEO spend more of his time, energy, and focus where it creates the greatest value for AOA's growth. This is a high-trust role for someone who enjoys creating order, reducing friction, and helping a busy executive operate with greater clarity. You'll own the operating rhythm of the executive office, including the Daily Executive Briefing, inbox triage, calendar protection, AR/AP coordination, third-party communication, internal meeting support, recruiting logistics, travel, vendor management, and stakeholder follow-through. You will not be handed a queue of disconnected tasks. You'll be trusted to own important administrative and operational domains end-to-end, improve the systems around them, and help create a more organized, proactive executive office as AOA grows.

• Hourly Rate: $35-$50/hour, based on experience
• Hours: Approximately 100 hours/month (~5 hours/day across AOA's 20-day work month)
• Schedule: Available during normal business hours (Central Time).
• Location: Remote, US-based
• Reports to: CEO

About AOA AOA is a growing digital design and development agency that creates high-impact websites, AI-native apps, and standout eCommerce experiences for ambitious modern brands. We partner closely with eCommerce and SaaS companies to deliver thoughtful, polished work that drives meaningful results and lasting client success. Our work spans strategy, design, development, eCommerce, conversion optimization, and custom application development. We are a close-knit team where every person has a direct, visible impact on our clients' success and the growth of the company. We value genuine relationships, high standards, ownership, clear communication, and a true commitment to client delight. As an AI-native agency, we use modern tools to enhance the quality, speed, and clarity of our work, while keeping human judgment, creativity, and relationships at the center.

• Key Outcome: Create the structure and proactive support needed for the CEO to direct the majority of his time, energy, and focus toward the activities that create the greatest value for AOA's growth.
• Run a Daily Executive Briefing with the CEO covering calendar, priorities, decisions, inbox items, and open loops.
• Own inbox triage end-to-end: filter noise, answer routine questions, draft replies for approval, and escalate only what truly needs the CEO's attention.
• Protect the CEO's calendar by managing scheduling, preserving focus time, coordinating meetings, and pushing back on unnecessary interruptions.
• Own Accounts Receivable coordination: run weekly aging, send reminders, track payment promises, follow up consistently, and escalate sensitive cases when needed.
• Own Accounts Payable and contractor operations: support the payment cycle, handle contractor payment questions, and coordinate receipts and expenses.
• Serve as the administrative point of contact for the bookkeeper, CPA, legal, and insurance partners.
• Coordinate internal meeting operations, including agendas, pre-reads, notes, action items, and follow-through.
• Coordinate recruiting logistics, including interview scheduling, candidate communication, reference checks, and interview prep materials.
• Coordinate travel and events, including flights, hotels, itineraries, conference logistics, dinners, and expense reports.
• Manage SaaS subscriptions, vendor renewals, license tracking, and quarterly tool audits.
• Maintain a stakeholder VIP list and prompt the CEO when timely relationship follow-up is needed.
• Run interference on vendor pitches, podcast invites, networking requests, and other inbound items that do not require the CEO's calendar.
• Coordinate team lifecycle moments, including onboarding logistics, birthdays, anniversaries, appreciation moments, and offboarding support.
• Build the EA Operating System by documenting the playbooks, templates, and SOPs this role runs so the function can scale as AOA grows.

• 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role supporting a CEO, founder, or senior executive.
• Proven ability to own responsibilities end-to-end, operate independently, and follow through without needing to be chased.
• Excellent written and verbal communication, with the ability to write warmly, clearly, professionally, and in an executive-ready voice.
• Strong judgment around what to handle directly, what to draft for approval, what to defer, and what to escalate.
• High comfort with modern email, calendar, document collaboration, and task management tools.
• Experience supporting AR, AP, contractor payments, receipts, expenses, or similar finance-adjacent workflows.
• Experience coordinating with external partners such as bookkeepers, CPAs, legal counsel, insurance providers, vendors, or consultants.
• Strong organizational systems for tasks, owners, due dates, decisions, and follow-through.
• High discretion and trustworthiness with confidential financial, personnel, client, and strategic information.
• Strong AI fluency. You routinely use AI tools regularly as an engine of your work, not to replace your work.

• Prior experience in an agency, consulting, professional services, or fast-moving small business environment.
• Experience supporting a founder or CEO who wears multiple hats across sales, operations, client relationships, strategy, and team leadership.
• Familiarity with project management, CRM, finance, and collaboration platforms such as ClickUp, HubSpot, QuickBooks, Harvest, Rippling, Bill.com, Google Workspace, or similar tools.
• Experience creating playbooks, templates, SOPs, or lightweight operating systems for recurring workflows.
• Comfort working in a flexible, remote, or hybrid environment where proactive communication is essential.

You do not need to check every single box to apply. If this role feels aligned with your experience, strengths, and the kind of work you enjoy, we would love to hear from you.

Must be authorized to work in the United States. We are unable to provide visa sponsorship for this role.