Part-Time Executive Assistant & Operations Coordinator

Job Description

Job Description

Benefits:

• Employee discounts
• Flexible schedule

Part-Time Executive Assistant & Operations CoordinatorFlexible Hours | Mostly Remote

Icebox is looking for a highly organized, dependable, and proactive Part-Time Executive Assistant & Operations Coordinator to support our CEO and Leadership team to assist with a variety of business and administrative tasks.

This is a flexible, mostly remote position ideal for someone who enjoys organization, problem-solving, and helping a growing company operate efficiently. No two days are the same, and we're looking for someone who can take ownership of projects, stay on top of details, and help keep things organized and moving.

Estimated Hours

• 10–20 hours per week
• Flexible schedule
• Mostly remote
• Occasional local errands, meetings, or office visits as needed

Responsibilities

Administrative Support

• Manage and organize emails and business correspondence
• Track projects, deadlines, and follow-up items
• Assist with scheduling meetings and appointments
• Organize digital files and company records
• Prepare spreadsheets and reporting

Operations & Compliance

• Assist with insurance renewals and paperwork
• Manage business license renewals and registrations
• Coordinate vendor communications and follow-up
• Track important deadlines and compliance requirements
• Help maintain operational documents and procedures

Vendor Support

• Coordinate supply ordering and inventory tracking
• Communicate with vendors regarding orders and shipments
• Maintain order logs and records
• Assist with administrative support for participating studios

Executive Support

• Conduct research and special projects
• Assist with event coordination and planning
• Help manage personal and business-related administrative tasks
• Follow up on outstanding action items and keep projects moving

Qualifications

• Strong organizational skills and attention to detail
• Excellent communication and follow-up skills
• Comfortable working independently
• Proficient with Google Workspace, Microsoft Office, and spreadsheets
• Ability to prioritize multiple tasks and deadlines
• Professional, trustworthy, and discreet
• Reliable transportation 

Bonus Points For Experience In:

• Executive Assistant roles
• Small business operations
• Franchise organizations
• Healthcare, wellness, fitness, or medical office administration
• Inventory management and vendor coordination

About You

You are organized, resourceful, and don't need to be micromanaged. You enjoy checking things off a list, keeping projects on track, and making someone's life easier. You are comfortable working independently, communicating professionally, and figuring things out when the answer isn't obvious.

Compensation

Competitive hourly rate based on experience.

To apply, please send your resume along with a brief note explaining why you'd be a great fit for this role.