Executive Assistant

Executive Assistant To The CEO

Our CEO leads a fast-growing organization and she needs a trusted right-hand assistant to help her operate at her best. As Executive Assistant to the CEO, you will own her calendar, inbox, and operational world so she can stay focused on the leadership and strategic work only she can do.

This is a high-trust, high-responsibility hybrid position. We are looking for someone who brings polish, discretion, and sound judgment someone who knows when to act independently and when to flag something for Heide's review. You will represent her professionally in written communications, support her presence through thought leadership initiatives, and ensure nothing falls through the cracks.

Location: Hybrid - Onsite 2 days/week

Reports To: Integrator/COO

You are a highly organized, proactive professional who thrives supporting a high-performing leader in a fast-paced environment. You take pride in doing things right the first time, communicate with professionalism and warmth, and you are energized by managing many moving pieces at once.

You understand the difference between acting on something and escalating it. You do not need to be told every step but you also do not overstep. You protect the CEO's time as if it were your own most valuable resource, and you understand that the quality of your work directly affects the quality of her leadership.

Responsibilities & Expectations:

General Support

Provide hybrid support including remote work and in-person assistance for meetings, events, and occasional errands

Manage personal and professional administrative tasks to reduce overall cognitive load on the CEO

Serve as a proactive gatekeeper, protecting the CEO's time, focus, and priorities

Support EOS cadence preparation and follow-up (L10s, Same Page, leadership meetings)

Email Management

Fully manage inbox systems including filtering, prioritization, and elimination of low-value communication

Draft and respond to emails on the CEO's behalf during business hours with appropriate tone and judgment

Triage the inbox act on what can be handled independently, flag what requires CEO review

Ensure timely, professional communication that reflects Heide's voice and AIOA's brand

Calendar Management

Own and manage the CEO's calendar with a focus on protecting her time and priorities

Proactively resolve scheduling conflicts and coordinate across internal and external stakeholders

Prepare Heide for meetings with relevant context, agendas, and background materials

CRM & Networking Process Support

Send follow-up materials, books, and introductions on the CEO's behalf after networking meetings

Document meeting outcomes and ensure next steps are captured and executed

Enter and maintain contacts in HubSpot with accuracy and consistency

Facilitate LinkedIn connection requests and support ongoing relationship tracking

LinkedIn & Brand Presence

Monitor and engage on the CEO's LinkedIn liking, commenting on, and supporting posts from team members, referral partners, and vendors

Maintain a consistent, active presence aligned with AIOA's brand voice

Presentation Preparation

Coordinate with the marketing team on slide preparation and materials for CEO-led presentations

Own logistics and preparation so Heide walks into every presentation ready

Travel Coordination

Arrange travel for the CEO and other leadership team members as needed

Manage logistics end-to-end: flights, accommodations, ground transport, and itineraries

Internal Responsibilities

Actively participate in All In One Accounting's Brand Ambassador program

Complete all internal responsibilities including weekly to do's, rocks, and maintaining process documentation

Uphold AIOA's core values of Commitment, Foresight, Relationships, Tenacity, and Teamwork in every interaction

Office Support

Ordering and restocking office and kitchen supplies

Scanning receipts, business cards, and mail to intended recipients

Assisting executive team with on-site meetings including coordinating schedules, booking conference rooms, and ordering meals

Required Experience and Skills

3+ years of experience supporting a senior executive, CEO, or high-performing leader

Exceptional written communication skills ability to write clearly and professionally in someone else's voice

Strong judgment about when to act independently and when to escalate

Proficiency with Outlook, Microsoft Teams, and HubSpot (or demonstrated ability to learn quickly)

Familiarity with AI and productivity tools such as Microsoft Copilot, ChatGPT, or similar platforms is a plus; a genuine interest in leveraging technology to work smarter is a must

High attention to detail and consistent follow-through

Discretion and professionalism in handling sensitive and confidential information

Ability to work independently and effectively in a remote or hybrid environment

Key Performance Indicators

All emails responded to or drafted within business hours; no open items left unaddressed overnight

Daily recaps of activity and focus items for CEO to manage

CEO's calendar reflects her priorities including focus time

Networking follow-up conversations or materials sent within 24 hours of CEO sales meetings

CRM contacts entered accurately and without backlog

Heide enters every presentation and meeting fully prepared

Compensation & Benefits

Salary - $65,000 - $75,000

Annual Bonus - Up to 10% of salary

Benefits: Comprehensive benefits package including:

• Medical, dental, and vision insurance
• 401K
• Life insurance
• Long and short-term disability
• HSA, FSA, and dependent care options
• Professional development opportunities
• Flexible Work Environment

Why All In One Accounting - The Benefits

Our company runs on EOS and has been built by a team who likes to have fun, respects each other, and works extremely hard to do right by each other and our clients. Our five core values of Commitment, Foresight, Relationships, Tenacity, and Teamwork are at the core of everything we do.

All In One Accounting provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.