Executive Assistant

About Atmosphere Press Atmosphere Press is an independent, author-friendly hybrid publisher based in Austin, Texas, with a fully distributed team across the country and around the world. We help authors bring their books into the world with care, craft, and genuine partnership—from acquisitions and editing through design, production, distribution, and publicity. We move fast, we hold ourselves to a high standard, and we treat both our authors and our team like people. About the Role Our CEO wears a lot of hats, and a great deal crosses his desk every day: author questions and the occasional escalation, hiring and onboarding, vendor and platform decisions, marketing ideas, finance and admin, and the steady stream of “can you make sure this actually happened?” follow-ups that keep a growing company honest. This role exists to bring order to that flow. We’re looking for a sharp, trustworthy Executive Assistant who can sit close to the CEO, protect his time and attention, and—above all—make sure things don’t fall through the cracks. The best person for this job isn’t just a scheduler. They’re a systems thinker who notices when a decision was made but never operationalized, and quietly closes the loop. If you like turning chaos into clean, repeatable process, you’ll like it here. This is a part-time role (roughly 20 hours per week) based in Austin, with a hybrid arrangement—mostly remote, with some in-person work as needed. There is real room to grow as you earn trust and take on more. What You’ll Do Tame the inbox. Triage incoming email, surface what truly needs the CEO, draft replies in his voice, and make sure nothing important sits unanswered. Own follow-through. Track commitments, decisions, and open threads to completion. When something is decided in a meeting or an email, you’re the person who makes sure it actually gets implemented—with an owner, a deadline, and a confirmation it’s done. Loop in who needs looping. Know the org chart and team roster inside and out, so you can direct messages to the people who need them. Manage the calendar. Schedule and protect time, coordinate meetings across many time zones, and keep the day running on rails. Coordinate people and vendors. Help shepherd hiring and onboarding logistics, keep external partners (platforms, advisors, service providers) moving, and chase the details so the CEO doesn’t have to. Keep the systems clean. Maintain accurate records and statuses in our tools (including HubSpot and related platforms), spot redundant or broken steps, and propose simple fixes that make the whole operation smoother. Use AI well. Lean on AI tools to draft, summarize, organize, and speed up routine work—with good judgment about when to trust the output and when to check it by hand. Handle the sensitive stuff. Manage confidential information, light personal/admin support, and the occasional delicate author or team situation with discretion and tact. What We’re Looking For AI literate. You already use AI tools in your daily work and are eager to push them further. You understand both their leverage and their limits. Organizational sensibility. You have an instinct for order—files, inboxes, schedules, and processes—and you’re uncomfortable leaving things messy. Systems thinker. You see how the pieces connect, anticipate where things will break, and prefer fixing the process over firefighting the same problem twice. Detail-oriented. You catch the small things—the missing file, the date that doesn’t line up, the step that got skipped—before they become problems. Diligent. You follow through completely, every time. “Mostly done” isn’t in your vocabulary. Reliable. When you say you’ll handle something, it’s handled. People stop worrying about it the moment it’s on your plate. Trustworthy. You’ll have access to sensitive information, accounts, and conversations. Discretion and integrity are non-negotiable. Nice to Have Experience supporting an executive, founder, or small leadership team Familiarity with HubSpot, Google Workspace, Claude Co-Work, and modern productivity / project-tracking tools Background in publishing, media, creative services, or another author/client-facing business Austin-area location and the ability to meet in person when it helps Why You’ll Like Working Here You’ll work directly with the CEO of a mission-driven company, see how every part of a publishing business fits together, and have genuine ownership over how things run. We value people who think, who care about the details, and who take pride in making the trains run on time. Do this well, and you become indispensable—with the growth and trust that follows. Atmosphere Press is an equal-opportunity employer. We welcome applicants of all backgrounds and are committed to a fair, inclusive hiring process. #J-18808-Ljbffr Socket.dev