Role Overview

We’re hiring a Senior Executive Assistant to directly support our CEO across Harkla and a new supplement company.

This role is about leverage: ensuring the CEO stays focused on strategic projects, supporting the team effectively, and making high-quality financial decisions. You’ll manage communications, clear administrative bottlenecks, run the first half of hiring processes, and drive projects forward from vague direction to detailed execution.

If you are organized, proactive, and thrive in dynamic environments, this role offers the chance to become a true partner in building two mission-driven companies.

Key Responsibilities

Communication & Calendar

Triage and manage the CEO’s inbox; draft and send responses as the CEO or self.
Gatekeep the calendar to maximize time for strategic priorities and team support.
Prepare agendas and notes for key meetings; track and follow up on action items.

Financial & Administrative

Coordinate audits, insurance renewals, sales tax filings, and vendor invoicing.
Build and maintain trackers in Google Sheets for deadlines, cash flow, and recurring obligations.
Manage tiered payment authority: begin paying invoices below a set threshold, expanding scope over time.
Prepare documents and packages for accountants, auditors, and advisors.

Team & Project Coordination

Keep all team members unblocked by ensuring the CEO provides timely approvals, signatures, and information.
Maintain Asana projects for launches, courses, events, and research initiatives.
Serve as project manager for special initiatives (e.g., adding Physical Therapy CEUs), turning vague goals into structured plans with deadlines and assigned owners.

Vendor, Partner, and Customer Support

Respond to vendor inquiries and customer escalations that reach the CEO’s inbox.
Coordinate collaborations with partners (e.g., OT Hivemind discounts, webinars).
Ensure freelancers and contractors receive timely feedback and deliverables.

Hiring & People Operations

Draft job descriptions, post roles, screen applicants, and run first-round calls.
Deliver vetted shortlists for final team or CEO interviews.
Support onboarding by ensuring systems (Slack, Asana, Gusto) are ready for new hires.

Personal & Household Support

Book travel (domestic, international, and family).
Manage select personal logistics such as household vendors, daycare communications, and recurring services.
Provide light bookkeeping and support for real estate and Airbnb properties, including guest messaging and contractor coordination.

Ideal Qualifications

5+ years as an Executive Assistant supporting C-suite or entrepreneurs.
Strong written communication; able to write and respond in the CEO’s voice.
Proficiency in Google Suite, Slack, Asana, Notion, and Gusto.
Google Sheets / Excel skills at 6–7 out of 10 (comfortable with formulas, trackers, dashboards).
Comfortable using AI tools (e.g., ChatGPT) to accelerate work.
Experience managing projects end-to-end with minimal oversight.
Discretion and judgment in handling sensitive information.

30 / 60 / 90-Day Plan

0–30 Days

Take ownership of inbox triage, calendar management, and meeting prep.
Build financial/admin trackers and get familiar with vendors, advisors, and systems.

31–60 Days

Begin paying invoices under threshold and coordinating with vendors.
Run the first half of a hiring process (job posting, screening, scheduling).
Drive one strategic project from research to execution plan.

61–90 Days

Expand payment authority; own recurring admin processes (sales tax, insurance, audit prep).
Serve as CEO proxy in select communications.
Consistently ensure no team member is blocked by waiting on CEO actions.

Compensation & Benefits

Compensation: $2,500 – $3,000 USD/month (depending on experience)

Schedule: Full-time, remote, with ≥ 3 hours overlap with 9 a.m.–4 p.m. Mountain Time

Benefits

Team Profit Bonus – After 6 months, share in contribution profit (recent average: $533/month per person; ~$6,396 annually).
PTO & Paid Holidays – 20 working days PTO per year, plus paid holidays (exchangeable for local holidays).
Expenses Covered – Technology, software, and professional education (books, courses, conferences).

Senior Executive Assistant to the CEO

Anywhere in the world

Remote

Senior

Harkla