Executive Assistant & Systems Creator

Title: Executive Assistant & Systems Creator (Right-Hand Partner) Hours: 8–10 Hours/Week Compensation: $25 - 30/Hour Location: Southern California (Remote with 2x Monthly In-Person Meetings in Coachella Valley) Executive Assistant & Systems Creator Role Overview Title: Executive Assistant & Systems Creator (Right-Hand Partner) Status: Part-Time | Independent Contractor Hours: 8–10 Hours/Week Compensation: $25 - 30/Hour Location: Southern California (Remote with 2x Monthly In-Person Meetings in Coachella Valley) The Mission: "Buy Back the Founder's Time" The objective of this role is to act as the External Brain for a neurospicy visionary entrepreneur managing two brands: FelinaDanalis.com and Palm Springs Somatics . We are looking for a "Calm Anchor"—someone who is methodical, detail-oriented, tech-forward and takes pride in turning visionary chaos into streamlined systems. You aren't just "helping"; you are building the "tracks" for the business to run on so the founder can stay in her Zone of Genius. Core Responsibilities 1. The "Lead Guard" (Inbox & CRM Management) Inbox Zero: Own the email inbox for both brands. Filter, prioritize, and respond to inquiries with warmth and professionalism. Lead Tracking: Ensure no potential client "ghosts" or falls through the cracks. Lean CRM: Build and maintain a "Single Source of Truth" (initially in Google Sheets) to track the client journey from inquiry to follow-up. 2. The "Calendar Guard" (Scheduling & Energy Protection) Advanced Scheduling: Manage the integration between Acuity, Square, and Apple Calendar. Rules of Play: Enforce strict scheduling boundaries (e.g., no sessions before 11:00 AM; priority afternoon blocks). Payment-to-Link Bridge: Ensure the "Square before Zoom" protocol is followed manually or automated so the founder only sees paid clients on her calendar. 3. The "Systems Architect" (Digital Organization) Digital Cleanup: Organize assets across Google Drive, iCloud, and local storage into a structured, searchable system with a strict naming convention. Workflow Automation: Audit current manual processes and build automated "Playbooks" (SOPs) to reduce manual friction. 4. Brand & Operations Support Tech Management: Basic updates to Squarespace websites and managing Square billing. Marketing Execution: Post content to Instagram/LinkedIn and manage Canva-based document consistency. The Operating System (Our Rhythm) The Daily Sync: You will lead a 15-30 minute briefing call every morning (approx. 9:30 AM PT). You run the agenda. You tell the founder what decisions need to be made and what is upcoming. Audio-to-Action: The founder communicates primarily via voice memo. You must be skilled at capturing verbal instructions and transcribing them into actionable tasks. Friday "State of the Union": You will provide a brief summary every Friday afternoon confirming that the inbox is clear, payments for the following week are secured, and the founder's weekend is "open loop-free." Qualifications & Skills Experience: 2+ years as an Executive Assistant (EA) for entrepreneurs/visionaries. Technical Savvy: Expert-level proficiency in Squarespace , Acuity , Square , and Google Workspace . Experience with Apple ecosystem (iCloud/Apple Calendar) is required. Personality Type: Grounded, self-confident, and highly organized. You must be comfortable "managing up" and keeping the founder on track. Location: Based in Southern California with the ability to travel to the Coachella Valley twice per month for in-person strategy/organizing sessions or other duties as needed. How to Apply Please send your resume and a brief cover letter outlining your experience with "Systems Creation" to View email address on click.appcast.io . Applicants that are selected for interviews will be contacted. If you do not hear from us within two weeks, please reach out again. Interviews will be in person and/or on Zoom video. Detail-Orientation Test: In the first line of your cover letter, please mention your favorite local Southern California coffee shop or park. This lets us know you have the high level of detail-orientation this role requires. Confidentiality is paramount. A non-disclosure agreement (NDA) will be required upon hire. #J-18808-Ljbffr Palm Springs Somatics