Executive Assistant to the Founder

Executive Assistant to the Founder

KM Partners National Retained Executive Search & Advisory Services

About KM Partners

KM Partners is an entrepreneurial, national retained executive search, professional recruitment, and advisory services firm with dedicated practice areas in Housing, Commercial Real Estate, Impact Investments, Infrastructure and Renewable Energy. We partner with clients to recruit and place industry-specific professionals across occupations, including C-level executives, middle management, and experienced associates throughout the United States.

Position Overview

KM Partners is seeking a highly organized, tech-forward Executive Assistant to serve as the operational backbone of the Founders professional and personal workflow. This is a high-impact role for a proactive leader who thrives on structure, anticipates needs before they arise, and leverages technology and AI to drive efficiency at every level.

The ideal candidate brings:

• Proven executive support experience in a fast-paced, entrepreneurial environment
• A systems thinkers mindset building repeatable processes, checklists, and operating manuals
• Comfort and fluency with AI tools, CRM platforms, and productivity technology
• A driver personality with a collaborative, service-oriented communication style
• The judgment and confidence to act independently and the humility to ask when unsure

Why This Role Exists

As KM Partners scales, the Founder requires a trusted operational partner to protect their time, drive execution on strategic priorities, and ensure nothing falls through the cracks. This role exists to bring focus, structure, and accountability to a high-energy, high-volume environment freeing the Founder to operate at their highest and best use.

Core Responsibilities

1. Calendar & Time Management

• Own the Founders calendar end-to-end scheduling, time-blocking, and protecting focused work periods
• Proactively consolidate calls and meetings to minimize context-switching
• Set Do Not Disturb blocks and enforce availability boundaries with diplomacy and tact
• Conduct daily morning briefings to review schedule, priorities, and goals
• Manage end-of-day check-ins to track completion and roll forward incomplete items

2. Strategic Execution & Priority Management

• Collaborate with the Founder to define and track daily, weekly, and long-term goals
• Maintain clear action item logs from every meeting, call, and discussion with assigned owners and deadlines
• Drive EOS implementation and support systematic goal-setting and accountability rhythms
• Proactively identify and resolve superfluous issues before they reach the Founders purview
• Build and maintain checklists, project trackers, and pipeline reports across all business functions

3. Technology & AI Implementation

• Identify, evaluate, and implement AI tools and automation to streamline repetitive workflows
• Utilize AI platforms (e.g., ChatGPT, Claude, Notion AI, etc.) to draft communications, summarize content, and accelerate task execution
• Manage and optimize CRM (Bullhorn) ensuring timely data entry, documentation, and pipeline accuracy
• Synchronize technology across Founders devices (iPhone, Apple Watch, Alexa) with reminders, alerts, and integrations
• Build and maintain email rules, folder structures, and automation to achieve inbox zero discipline
• Create templates for recurring communications, client outreach, and internal documentation
• Support adoption of new platforms and tools across the team as the company scales

4. Communications & Email Management

• Monitor and manage the Founders inbox triage, respond, delegate, and escalate with sound judgment
• Ensure all emails and voicemails are responded to within 24 hours or tracked for follow-up
• Draft, proofread, and send executive communications on behalf of the Founder
• Own scheduling communications with clients, candidates, and vendors end-to-end
• Manage LinkedIn monitor messages, draft responses, support content strategy, and grow network in target sectors (Affordable Housing, Senior Housing, Impact Investment)

5. Operations & Business Support

• Oversee documentation and CRM accuracy for job orders, interviews, contracts, and client records
• Track closings, projected fees, and BD pipeline maintaining real-time visibility for the Founder
• Support contract preparation, invoice tracking, and multi-party coordination
• Manage vendor relationships, subscriptions, and operational renewals
• Maintain master lists for client companies, BD targets, and candidate pipelines with current status
• Coordinate call planning and outreach cadences for Business Development and key candidate relationships

6. Process Development & Operating Manuals

• Build and continuously update position and company operating manuals starting with this job description as the foundation
• Define and document daily, weekly, monthly, quarterly, and annual task rhythms and responsibilities
• Create clear separation of duties across roles and implement internal controls for critical items
• Ensure business continuity processes are in place for Founder and team when EA is unavailable

Qualifications

Required

• 3+ years supporting a business owner or C-level executive
• Exceptional organizational and time management skills
• Strong written and verbal communication
• Proficiency with technology including CRM platforms and productivity tools
• Demonstrated ability to manage competing priorities independently
• High integrity and professional discretion with sensitive information

What Success Looks Like

In your first 90 days, you will have:

• Mapped and documented the Founders current workflow and identified the top 3 process gaps
• Implemented a daily/weekly rhythm and calendar structure the Founder can rely on
• Identified and deployed at least two AI or automation tools that meaningfully reduce manual work
• Achieved consistent 24-hour response discipline across email and voicemail
• Built the first version of the EA operating manual with clear task ownership and checklists

Compensation & Culture

This role with KM Partners is a high-trust, high-autonomy and collaborative role within a growing entrepreneurial firm. You will have direct access to the Founder, meaningful impact on company operations, and the opportunity to grow alongside the business.

To apply or refer a qualified candidate, contact KM Partners directly.