Executive Assistant

Blue Tees Golf is a dynamic, fast-growing consumer electronics golf technology company that is revolutionizing the golfing experience. We specialize in the design, development, and distribution of innovative products that enhance the performance and enjoyment of golfers worldwide. We aspire to be more than another golf technology brand. We champion the game's progression and motivate golfers to Play Different®. That’s why at Blue Tees Golf, our mission is to make high‑quality equipment accessible to all golfers. Job Summary We are seeking a highly organized, proactive Executive Assistant to provide administrative and operational support to our Chief Executive Officer and Chief of Staff. This role is ideal for someone who is dependable, detail-oriented, comfortable managing multiple priorities, and able to operate with discretion in a fast‑moving environment. This is a high‑leverage role built around four core areas: gatekeeping the CEO’s inbox and calendar, managing bill pay and expense administration within clearly defined limits, coordinating HR and onboarding logistics, and using AI tools to increase output across all of the above. The position is hybrid and based in Reno, Nevada, with some in‑person responsibilities required. This role reports to the CEO, with day‑to‑day prioritization coordinated through the Chief of Staff to ensure clear direction, appropriate sequencing, and alignment across shared executive support needs. Responsibilities Own the CEO’s inbox: triage daily, clear routine items, and draft first‑pass responses for review or direct send Screen inbound requests against agreed criteria — responding, declining, routing to the right executive, or flagging for the CEO Track open items through to resolution Executive Scheduling and Calendar Management Manage and coordinate calendars for the CEO and Chief of Staff Schedule internal and external meetings, calls, and appointments Anticipate scheduling conflicts and help resolve them proactively Confirm meeting details, locations, attendees, and preparation needs Travel and Logistics Arrange travel, including flights, hotels, transportation, and itineraries Prepare travel schedules and ensure executives have the necessary details in advance Assist with travel changes, cancellations, and last‑minute adjustments Track and organize travel‑related receipts or documentation as needed Meeting Support Prepare agendas, materials, and meeting documents when needed Attend selected meetings to take clear and accurate notes Capture action items, decisions, and follow‑ups Help ensure follow‑through after meetings by tracking open items and deadlines Administrative and Operational Support Assist with day‑to‑day administrative tasks and executive priorities Help organize documents, records, files, and communications Support special projects, events, and internal coordination as assigned Run occasional business‑related errands, deliveries, or local coordination tasks Bill Pay and Expense Management Process and submit bill payments and vendor invoices in a timely manner Prepare and route contracts, letters, and other documents for the CEO’s signature; the Executive Assistant holds no independent signature authority and does not sign on the CEO’s behalf Perform first‑pass expense coding by entity and capture receipts at the point of transaction Track and manage executive expense reports, reimbursements, and receipts Ensure invoices, statements, and financial documents are routed to the appropriate parties in a timely manner Serve as a point of contact between the CEO and the company’s accountants, financial advisors, and legal counsel, ensuring information is exchanged promptly and professionally Maintain organized financial and legal files and documentation New Hire Onboarding and Time‑Off Coordination Coordinate logistics for new hire onboarding, including paperwork, equipment setup, and first‑day scheduling Track employee time‑off requests and maintain accurate, up‑to‑date records Communication and Confidentiality Communicate professionally with internal team members, vendors, partners, and other external contacts Handle confidential information with discretion and good judgment Represent the executive team in a polished and professional manner AI‑Enabled Execution Use AI tools to produce first drafts across the role — inbox replies, agendas, itineraries, expense coding, meeting summaries — then review and finalize before anything is sent, filed, or paid Build and maintain the AI systems behind the role: connectors and integrations, a prompt and template library, and agents or skills configured to run recurring workflows Handle sensitive personal, financial, or legal material only within company‑approved AI tools, per company data‑handling standards Skills / Requirements Working fluency with AI as a business tool is required. Candidates should have hands‑on experience with AI connectors and integrations, prompting, template libraries, and configuring AI agents or skills to run recurring workflows Strong organizational skills and attention to detail Excellent written and verbal communication skills Ability to manage multiple priorities and adjust quickly as needs change High level of professionalism, discretion, and reliability Comfortable working independently and taking initiative Proficiency with common business tools such as Google Workspace, Microsoft Office, Slack, Zoom, and calendar management platforms Comfortable communicating directly with outside accountants, financial advisors, and legal counsel Experience with bookkeeping software (Xero, QBO, etc.) Based in or near Reno, Nevada, with the ability to work in person as needed Education & Experience Prior experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar support role Competitive salary and bonuses Holidays, vacation and sick leave 401k Medical, dental, and vision benefits Blue Tees is an E‑Verify participant employer. #J-18808-Ljbffr Family Office