Executive Assistant

Job Description

Job Description

Who This Role Is For

You’re an exceptional communicator who loves keeping things organized, following through, and making sure nothing gets missed. You’re the person who remembers to follow up, notices the email that still needs an answer, keeps records current, and catches a potential issue or opportunity before it gets buried. You don’t just want to do great work for a company you respect; you want your work to matter and your company to make a difference in the lives of those it serves.

Please note, this is not a remote position and it requires a residence close enough to our Fairport, NY office that in-person work is feasible.

About Babies & Bumps

Babies & Bumps is an education-first consumer event series built for parents with a baby on the way or a new one at home. We produce intentional, highly curated, in-person events in 15 cities nationwide to connect attendees with trusted experts, respected brands, and high-quality local resources at the moment they need them most.

We’re a small, high-performing team that moves quickly, gets energized by doing great work, and cares deeply about the experience we create – both for the families and event partners we serve.

The Position

At the center of this role is communication. You’ll work closely and collaboratively with our founder to manage the high volume of email, outreach, follow-up, information, and day-to-day details that flow through a growing national business.

You’ll help manage her inbox, draft correspondence, conduct outreach and follow-up, keep records current, track open items, and make sure important conversations and next steps don’t fall through the cracks. Just as importantly, you'll flag things that need her attention and surface potential issues, opportunities, and connections she might otherwise miss.

This is a highly collaborative role. You’ll communicate with our founder throughout the day, working together to determine priorities, move conversations forward, solve problems, and keep information flowing. As you learn the business, our relationships, and her communication style, you’ll be able to independently handle more and more of what comes through her inbox.

Communication will make up the majority of the role, but not all of it. When time allows, you might research a question, make a phone call, help coordinate a project, track down information, update a document, or tackle something completely unexpected. 

You’ll also have the opportunity to attend one or two events a year – to meet our travel team, see how your work supports the experience on the ground, and connect more deeply with what we do and why it matters. And as Babies & Bumps continues to scale across new cities and seasons, there’s real opportunity to grow with it.

Key Responsibilities

While the responsibilities below reflect the primary focus of the role, no two weeks look exactly the same. Priorities naturally shift throughout the season, and this role is designed for someone comfortable moving between responsibilities, adapting as needed, and helping elevate the overall experience we create.

Communication & Inbox Management

• Help manage the founder’s high-volume inbox by organizing and prioritizing messages, drafting responses, tracking outstanding items, and ensuring important and time-sensitive communication receives attention.
• Conduct outreach and follow-up with partners, prospective partners, vendors, team members, and other contacts on behalf of the founder and Babies & Bumps.
• Keep conversations moving by tracking unanswered messages, promised follow-ups, outstanding decisions, introductions, and next steps through completion.
• Identify and flag urgent or sensitive matters, potential problems, interesting opportunities, and communications that warrant the founder’s attention.
• Learn the founder’s communication style and relationships so you can increasingly draft and respond independently on her behalf.

Records & Follow-Through

• Keep CRM records, contact information, notes, project-management tools, and other internal records accurate and current as conversations and decisions happen.
• Track commitments, action items, deadlines, and open loops and proactively follow up when something is outstanding.

Partnership Support

• Process lead forms, categorize in our CRM, and gather / organize the information needed to evaluate them.
• Respond to new inquiries with guidance from the founder, using strong judgment and persuasive written communication to build interest, establish rapport, and convert qualified opportunities into a conversation.
• Follow up with leads after conversations to share media kits and support through partnership finalization.

Administrative & Project Support

• Coordinate occasional meetings and calls, including scheduling, confirmations, and calendar support.
• Provide administrative and project support based on the changing needs of the business – from researching a question or making a phone call to gathering information, updating materials, coordinating details, or helping move a project forward.
• Support business and personal travel, including reservations, changes, and related logistics as needed.
• Pitch in on welcome bag and gift bag assembly during event season.
• Co-manage the hello@ inbox, rerouting inquiries to our team and responding to attendee questions.

Requirements

Experience & Skills

• Experience & Education: 1–3 years of professional experience in executive assistant, administration, customer or client service, project coordination, account support, events, marketing, or another role requiring excellent communication, organization, and follow-through. A bachelor's degree is preferred, though relevant professional experience may substitute.
• Technical Skills: Comfort in the Apple/Mac ecosystem, Google Workspace and Microsoft Office, and familiarity with or an ability to quickly learn CRM, project-management, and other business applications. 
• Communication: Exceptionally strong written and verbal communication skills. Ability to navigate nuance, communicate clearly and professionally with partners, vendors, and internal team members, and adapt your communication appropriately to different people and situations.
• Customer Service: A strong service mindset and an understanding of what excellent professional communication feels like – responsive, thoughtful, helpful, accurate, and human.
• Organization & Accuracy: Impeccable attention to detail and the ability to manage information, priorities, deadlines, and open loops with a very high degree of accuracy and consistency.
• Judgment & Initiative: Ability to recognize what needs attention, identify when something seems off, take appropriate action independently, and know when to ask a question or bring something to the founder’s attention.
• Travel Requirements: Ability to attend 1-2 events per year to interact in-person with our travel team, experience our events, and see our work come to life.
• Physical Requirements: This role is primarily desk-based, with a few hours of hands-on involvement per event – including occasionally moving and lifting materials (typically 10–20 lbs), pitching in with welcome bag and gift bag assembly, and time on your feet in our office. Reasonable accommodations will be made for individuals with disabilities.

How You Work

• Highly organized with exceptional attention to detail – you notice what others miss and keep things consistently accurate and on track 
• An exceptional communicator – you write clearly, professionally, and naturally
• Responsive – you like closing loops, getting people answers, and making sure messages don't linger
• Proactive and anticipatory – you're constantly thinking about what's next, what could become a problem, and what might be an opportunity
• Collaborative – you enjoy working closely with someone and figuring things out together
• Resourceful – you think creatively, take initiative on finding answers, and know when to dig in or seek support
• Perceptive – you absorb context, notice patterns, and connect the dots others may miss
• Nuanced – you understand that different people, relationships, and situations require different approaches
• Service-minded – you care about making every interaction with our company a good one
• Discreet and trustworthy – you handle sensitive and confidential information with professionalism
• Comfortable in a dynamic, founder-led environment – you thrive on a small, high-performing team where there are lots of moving pieces and everyone wears a few hats

Passion & Purpose

We're looking for someone with genuine enthusiasm for what Babies & Bumps does, the parents we serve, the communities we support, and the partners who make it all possible.

Benefits

This is a full-time, in-person, salaried position based in our Fairport office, with occasional work-from-home flexibility.

• Compensation: $45,000 to $52,000 annually, based on experience
• Health Insurance: $300 monthly reimbursement available for individual health insurance premiums
• Retirement: 401(k) account
• Time-off: 15 days vacation, 5 sick days, and 7 paid holidays – plus flexibility for appointments and life outside of work, and a company-wide closure the last week of the year, so everyone gets to fully unplug and recharge.
• Additional Perks:
• Work closely and collaboratively with our founder and a small, experienced team
• Opportunity for professional development and advancement as we scale
• Meaningful impact on thousands of parents and babies across the country

At Babies & Bumps, we believe that having a team of diverse backgrounds and voices working together will enable us to create innovative experiences that improve the way people live, learn, communicate, and grow. We’re proud to be an equal opportunity employer and firmly believe that our work is best when everyone feels free to be themselves.