Executive Administrative Assistant

Job Description

Job Description

Executive Assistant / Life Manager (Founder Support – Hybrid Personal + Business)

• Location: Buffalo, New York, USA (On-site + Local Travel Required | Relocation Supported)
• Working Hours: 7:00 AM – 5:00 PM (Flexibility + On-Call Availability Required)
• Employment Type: Full-time (1099)
• Compensation: $60,000 – $85,000 USD annually

Role Overview

We are seeking a high-performance Executive Assistant / Life Manager to support a fast-paced founder across both business operations and personal life management.

This is not a traditional EA role. This is a “right-hand operator” position designed for someone who can think, act, and solve problems independently while keeping up with a high-energy, fast-moving environment.

You will act as a gatekeeper, executor, and problem-solver, managing everything from daily logistics and errands to business coordination and communication filtering.

The ideal candidate is highly intelligent, proactive, organized, and resourceful, with the ability to figure things out quickly without constant direction.

Key ResponsibilitiesExecutive & Personal Support

• Manage day-to-day errands, logistics, and scheduling
• Coordinate school drop-offs/pickups and activities for children
• Handle purchases, bill payments, and household coordination
• Prepare morning routines (light meal prep, coffee, shakes, etc.)
• Act as a life manager, reducing the founder’s time spent on non-essential tasks

Business Support & Operations

• Monitor and manage email inbox and communication flow
• Filter, prioritize, and respond to messages, requests, and tasks
• Coordinate with internal team, leadership, and partners
• Assist with inventory coordination and operational follow-ups
• Ensure tasks are completed quickly and efficiently across teams

Communication & Gatekeeping

• Act as a central communication hub between the founder and team
• Join or manage text/email threads, ensuring nothing is missed
• Push only high-priority, relevant information to the founder
• Follow up aggressively to ensure execution and closure of tasks

Problem Solving & Execution

• Take ownership of day-to-day problems and requests
• Identify solutions without needing step-by-step instructions
• Handle issues independently when possible
• Escalate only when necessary with clear, structured context

Requirements

Required Experience

• 3–5+ years as an Executive Assistant, Personal Assistant, or Life Manager
• Experience supporting busy founders, executives, or high-net-worth individuals
• Proven ability to manage both personal and business responsibilities
• Strong experience in fast-paced, high-demand environments
• Demonstrated ability to work independently with minimal guidance

Tools & Systems

Required:

• Google Workspace (Gmail, Calendar, Docs)
• Basic tech proficiency (file management, systems navigation)

Nice to Have:

• Project management tools (Asana, ClickUp, Monday)
• CRM or operational tools (e.g., GoHighLevel)
• Familiarity with automation or AI tools

Additional Requirements

• Must be based in or willing to relocate to Buffalo, NY
• Valid driver’s license and ability to run local errands daily
• Comfortable working in a hybrid environment (home, office, travel locally)
• Female candidates preferred due to family-related responsibilities

Benefits

• Compensation: $60,000 – $85,000 USD annually

Why Join

This is a high-impact, high-trust role working directly with a founder in a growing business.

You will gain exposure to:

• Business operations & decision-making
• High-level problem solving
• Executive-level communication

Potential growth into Chief of Staff / Operations leadership roles