Administrative Assistant to the CEO

Kit Email Marketing Platform Virtual AssistantKit is the email marketing platform experts choose to grow their audience, deepen their relationships, and build a business around the work they love. For coaches, YouTubers, authors, podcasters, and other creatives, there isn't a better marketing hub to rely on to grow audiences, automate email marketing, and sell digital products — all within one platform. More importantly, there isn't a team more committed to helping creators earn a living. We're on a mission to help creators earn $1 billion using our creator marketing platform. We have always been 100% independent and 100% remote. We are proud to have built a product that our customers love, and we look for people who have enthusiasm and belief in our mission, vision, and values to join our team. We're also embracing AI thoughtfully — both in how we build and how we hire to ensure our team is adaptable, innovative, and ready for what's next.The RoleThis role is perfect for someone who thinks two steps ahead. You catch problems before they become crises, and are always looking for how to make things easier for others. We need someone who can read an email, understand the business context and urgency, and know exactly what to do with it—whether that's drafting a thoughtful response, flagging it for the CEO's attention, or routing it to the right team member. For that reason, this role requires strong business acumen and writing skills to represent the CEO's voice clearly and professionally. You'll manage the inbox daily, coordinate the calendar, book travel, support with special projects, and prepare the CEO for every meeting and event with clear, comprehensive briefing notes. You'll also build systems and document workflows so this work becomes repeatable and increasingly efficient over time.This is a part-time (approximately 20 hours/week), independent contractor engagement with defined deliverables and milestones, with a preference for candidates based in the Boise area. Your primary point of contact is Chelsea Hahn, the Head of Operations for the Office of the CEO.Your Support SystemChelsea Hahn (Head of Operations for the CEO) is your point of contact for questions, priorities, and feedback. You'll interact with many other external partners, and other Kit team members as needed to move specific projects forward. Otherwise, you work independently most of the time, checking in with Chelsea to confirm deliverables and surface roadblocks.What You'll DoFirst WeekGet access to the CEO's calendar, email, and key toolsJoin onboarding conversations with Chelsea to align on the CEO's top priorities, communication style, and decision-making preferences.Dive into the inbox: read through recent and pending emails to understand what's there, what's urgent, and what the CEO typically responds to versus what gets routed or archived.Begin daily email triage: sort new incoming mail, draft responses on behalf of the CEO for Chelsea's review, and flag anything that needs the CEO's direct attention.Learn the calendar system: review current and upcoming schedule, understand meeting principles, and identify conflicts or optimization opportunities.Retrieve mail from the PO box and handle accordingly.First MonthDeliver full ownership of daily email triage and response drafting, including a documented framework for which emails contain implicit to-dos, which systems you operate independently, and what always needs Chelsea's sign-off.Deliver a calendar-management approach, managed in partnership with Chelsea, including accepting/declining meeting requests and proactively flagging scheduling conflicts.Deliver a reliable meeting prep process.Book a trip end-to-end: flights, ground transportation, lodging, meal reservations. Deliver a briefing document with meeting details, attendee bios, and prep materials at least 48 hours before departure.Start identifying and implementing improvements to current processes.First Six MonthsProactively take action on emails and situations where you've learned what's needed. Coordinate logistics, follow up on outstanding requests, and solve operational problems before they escalate. Bring edge cases to Chelsea, but operate with strong judgment and autonomy.Introduce at least one AI-powered automation (e.g., email filtering, calendar insights, travel research). Test it, document it, iterate.Document at least three workflows in Notion (e.g., how to request a meeting with the CEO, how to process expenses, how calendar blocking should work).Take on event coordination for Nathan Barry Show batch recording events: coordinate guest dinner reservations, order lunch for recording days, send introduction emails to guests 2 weeks in advance and find new ways to make the event a special experience for guests.What Will Set You Up for SuccessSkillsWriting and communication — You write clearly and quickly. You can draft an email that sounds like someone else while maintaining your own professionalism. You understand tone, formality, and what the reader needs to know.Business judgment and acumen — You understand basic business dynamics. You know the difference between an urgent ask and a low-priority one. You can read a situation and understand the strategic context—who matters, what's at stake, what decision the CEO is trying to make.Email and inbox management — You're comfortable with high-volume email and skilled at sorting, prioritizing, and deciding what deserves a response versus what can wait or be routed elsewhere.Calendar and schedule management — You've managed someone's calendar or coordinated complex schedules with multiple stakeholders. You understand how to protect focus time and manage conflicts.Systems thinking and documentation — You notice inefficiencies and think about how to fix them. You can document a process so someone else can follow it. You're comfortable building templates, checklists, and workflows.AI comfort — You've used AI tools to draft, research, or automate parts of your work. You're curious about where AI can save time.ExperiencesYou've managed someone's email inbox or calendar in a business context where judgment about priorities mattered.You've worked in a fast-moving environment where you had to make decisions about what's urgent and what can wait—without always having perfect information.You've built a process or system and documented it clearly enough that someone else could use it.You've worked in a small team or startup where wearing multiple hats was normal.You understand what it means to represent someone else professionally—whether you've drafted emails, prepped materials, or coordinated on someone else's behalf.TraitsStrong judgment and initiative — You can read a situation, understand what matters, and act. You're comfortable making calls without asking for permission first.Proactive and anticipatory — You think ahead. You flag conflicts before they become problems. You prep materials before you're asked. You know what questions to ask to avoid back-and-forth.Highly detail-oriented — You catch the things that matter: the deadline, the decision that needs to be made, the person who should be looped in.Clear communicator — You write and speak precisely. You give updates that are concise and complete. You flag issues directly without being negative.Comfortable with autonomy and ambiguity — You work independently most of the time. You don't need extensive process or approval layers. You figure out what to do and move forward.Trustworthy and discreet — You'll see confidential information—the CEO's calendar, priorities, relationships, communications, and strategic decisions. You treat this with the seriousness it deserves. Privacy and confidentiality are non-negotiable.What Won't Set You Up for SuccessNeeding extensive process, approval layers, or clear direction before taking action. This role requires you to see a problem, decide what to do, and move forward.Discomfort with learning new tools quickly (calendar software, email management platforms, AI tools, Notion, spreadsheets).Rigidity about how things "should" be done. We'll try systems, measure what works, and change them. Flexibility is more valuable than adherence to a single method.Engagement Structure and Deliverables LocationThis is a project-based engagement with defined deliverables and milestones. KIT