Executive Assistant and Project Manager

Executive Assistant & Project Manager

Proxy Chief of Staff

Location: Grand Rapids, MI (On-site)

Type: Full-Time

Reports To: Founder & CEO

About the Role

Were one of the fastest-growing ice cream brands in the Midwest and were just getting started.

After years of building locally in West Michigan, were now in over 13,000 stores nationwide and in the middle of a rapid distribution expansion, adding new retail partners, markets, and channels at a pace that demands exceptional operational execution behind the scenes.

This role goes far beyond traditional executive support. You will operate as a proxy Chief of Staff a trusted extension of the CEO who keeps the business moving, decisions flowing, and leadership aligned while the founder focuses on scaling the company.

If you thrive at the intersection of strategy, operations, execution, and high-accountability environments, this role was built for you.

What Youll Do

Decision-Making & Chief of Staff Responsibilities

This is the core of the role. You are not simply organizing the CEOs world you are actively helping run parts of it.

At a company growing this quickly, decisions cannot sit still. You will be expected to make judgment calls, own outcomes, and help move the business forward with or without the CEO in the room.

Responsibilities Include:

• Serve as the CEOs decision-making proxy by gathering context, framing options, and driving resolution on time-sensitive business issues
• Establish and maintain a clear decision-making framework
• What gets escalated
• What gets delegated
• What you independently own
• Run the weekly leadership operating cadence
• Own agendas
• Facilitate discussions
• Track commitments
• Hold teams accountable between meetings
• Identify bottlenecks before they become larger operational problems
• Synthesize information across sales, operations, production, and finance into clear executive-level priorities
• Represent the CEOs priorities and perspective in cross-functional discussions, vendor negotiations, and partner meetings
• Lead special projects and strategic initiatives from ambiguous starting points to concrete outcomes

Executive Support

• Own and manage the CEOs calendar, inbox, communications, and prioritization
• Prepare briefing materials, agendas, presentations, and decks for:
• Retail partner meetings
• Investor updates
• Internal leadership reviews
• Coordinate travel, site visits, trade shows, and industry events across an expanding geographic footprint
• Draft high-quality communications on behalf of the CEO for both internal and external audiences

Project Management

• Lead planning and execution of distribution expansion initiatives, including:
• New market launches
• Build and maintain dashboards and project plans that provide real-time visibility across multiple workstreams
• Surface risks early, escalate quickly, and drive decisions to resolution
• Facilitate cross-functional alignment across sales, marketing, operations, and production
• Design and implement scalable systems and processes that support growth while preserving the companys speed and culture

What Were Looking For

• 58 years of experience in a Chief of Staff, Executive Assistant, Operations, or Senior Project Management role
• Experience inside a high-growth or rapidly scaling business strongly preferred
• Proven ability to make strong decisions independently with incomplete information
• Ability to remain calm, structured, and solutions-oriented under pressure
• High emotional intelligence with strong influence and relationship-management skills
• Strong business judgment and operational instincts
• Exceptional written and verbal communication skills
• Proficiency with tools such as: Asana, Notion, Monday, Google Workspace, Slack
• Based in or willing to relocate to the Grand Rapids area

Compensation & Benefits

Base Salary: $60,000 $70,000

Bonus: Performance-Based

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Benefits Include:

• Health, dental, and vision insurance
• Paid time off and company holidays
• Significant ownership and responsibility
• Direct exposure to executive leadership and strategic company decisions
• A front-row seat inside one of the Midwests most exciting emerging food brands

Why This Role Matters

This role is designed to create leverage for the CEO and leadership team during a critical stage of company growth.

The right person will increase organizational speed, improve decision-making flow, eliminate operational bottlenecks, and help the company scale efficiently without losing what made it successful in the first place.

To Apply

• If youve made it this far, please send your resume along with a short note explaining why this role is the right fit for you to View email address on click.appcast.io.