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The Swann School of Protocol

About the RoleWe are seeking a highly organized, proactive Executive Operations Assistant to support the CEO of a fast-growing lifestyle education and media company. This is a hybrid role with Mondays remote and Tuesdays/Thursdays in our Carlsbad office.This role is ideal for someone who thrives in a dynamic environment, can anticipate needs, and takes ownership of tasks with excellence.Key Responsibilities1. Executive &amp; Administrative Support<ul><li>Manage weekly planning and task lists for the CEO.</li><li>Maintain calendars, deadlines, and follow-up reminders.</li><li>Draft and send follow-up emails to professional contacts after networking events</li><li>Prepare documents, checklists, and organizational systems as needed.</li></ul>2. Operations &amp; Project Coordination<ul><li>Assist with scheduling, vendor coordination, travel details, and project timelines.</li><li>Support ongoing initiatives such as speaking engagements, training programs, book-related activities, and special events.</li><li>Maintain organized digital files and ensure internal systems stay up to date.</li></ul>3. Content Support &amp; Organization (Non-Creative Role)<ul><li>This person DOES NOT create content &mdash; they simply organize assets for the CEO and the social media manager.</li><li>Access photos &amp; videos (via company account) to organize screenshots, videos, and behind-the-scenes images into weekly content folders.</li><li>Prepare labeled folders for the social media manager (no editing or posting required).</li><li>Track content calendar deadlines and ensure materials are ready each week.</li></ul>4. Client &amp; Partner Follow-Up<ul><li>Send follow-up messages to corporate contacts, speaking leads, or event partners, cc&rsquo;ing the CEO.</li><li>Maintain a simple CRM or spreadsheet for tracking professional connections, opportunities, and responses.</li></ul>Qualifications<ul><li>Exceptionally organized, detail-oriented, and reliable.</li><li>Strong written communication skills.</li><li>Comfortable taking initiative and following through without being micromanaged.</li><li>Professionalism and discretion when handling sensitive information.</li><li>Tech-comfortable (Google Workspace, shared drives, basic file systems).</li></ul>Schedule<ul><li>Mondays (Remote): Weekly meeting + task execution</li><li>Tuesdays (In Office): Operations + follow-up</li><li>Thursdays (In Office): Content organization + project work</li><li>(12&ndash;18 hours/week to start)</li></ul>Job Type: Part-timePay: $23.00 per hourExpected hours: 12 per weekWork Location: In person

Executive Operations Assistant (Part-Time)

Join The Swann School of Protocol and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

The Swann School of Protocol

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Executive Operations Assistant (Part-Time)