Executive Assistant Intern (3 Months)

We are seeking a highly organized, proactive, and adaptable Executive Assistant Intern to support Alicia Barr while her Executive Assistant is out on maternity leave. This role requires someone with a positive, upbeat attitude, strong initiative, and the ability to stay organized while working in a fast-paced, ever-changing environment.

This is an IN-PERSON ONLY internship. Candidate must be able to reliably commute and work on-site daily.

This internship is ideal for someone looking to gain hands-on experience in executive operations, communications, social media support, project management, and day-to-day business support.

We are looking for someone who can move quickly, stay calm under pressure, adapt easily to shifting priorities, and maintain a solution-focused mindset at all times.

Roles & Responsibilities

1. Calendar and Schedule Management

• Manage and prioritize Alicia’s calendar
• Schedule meetings, appointments, and travel arrangements
• Send out meeting invites via Google Calendar, Zoom, and/or Microsoft Teams
• Ensure ALL meetings, appointments, events, and commitments are added and updated in Alicia’s calendar in real time
• Ensure there are no scheduling conflicts and all appointments are well prepared for
• Proactively inform and prepare Alicia for upcoming meetings and commitments
• Maintain flexibility as priorities shift in a fast-paced environment

2. Communication & Correspondence Management

• Manage emails, calls, and communications, prioritizing urgent matters
• Draft, review, and send correspondence on behalf of Alicia
• Serve as first point of contact for internal and external communications
• Support social media management across Instagram and Facebook, including posting and engagement
• Assist with filming content (behind-the-scenes, day-to-day, short-form video)
• Perform basic video editing for social content (Reels, Stories, short clips)
• Maintain consistent brand presence for Alicia Barr and HIGH BARR
• Work efficiently and respond promptly in a fast-moving environment

3. Travel and Logistics Management

• Plan, book, and organize domestic and international travel including flights, hotels, and transportation
• Add all travel details (flights, hotel, ground transportation if necessary) directly to Alicia’s calendar
• Prepare detailed travel itineraries and ensure Alicia is fully briefed
• Handle travel-related issues including changes or cancellations
• Adapt quickly when travel plans change or require immediate updates

4. Meeting Preparation & Support

• Prepare agendas, presentations, and materials for meetings
• Send out meeting invites via Google Calendar, Zoom, and/or Microsoft Teams
• Attend meetings as needed and take detailed notes
• Ensure follow-up actions and deadlines are communicated effectively
• Stay responsive and organized in a fast-paced meeting environment

5. Document Management & Filing

• Organize and maintain digital and physical files for easy access
• Ensure documents, reports, and materials are filed according to internal procedures
• Handle confidential and sensitive information with discretion
• Maintain accuracy while working efficiently

6. Task & Project Management

• Support Alicia in tracking key projects and tasks
• Assist in prioritizing workload and managing deadlines
• Run errands and assist with occasional job site visits
• Coordinate between teams and departments to ensure task completion
• Maintain focus and adaptability as priorities shift quickly

7. Event Planning, Coordination & On-Site Execution

• Assist with planning, coordinating, and executing events including conferences, meetings, and team-building activities
• Handle on-site event setup and breakdown, including lifting and moving items (minimum requirement: ability to lift up to 50 lbs)
• Set up bookstore presentations, displays, and event materials
• Support live events including guest flow, setup, and general coordination
• Assist with processing payments and transactions during events as needed
• Ensure all logistical arrangements are handled including venue booking, catering, and invitations
• Work with a positive, hands-on attitude in a high-energy event environment

Expected Outcome:

Well-executed events that are organized, professional, and run smoothly from setup through completion.

8. Problem Solving & Decision Support

• Act as a problem solver handling issues that arise in Alicia’s day-to-day operations
• Provide decision-making support by gathering and analyzing relevant information
• Offer proactive solutions to improve operational efficiency
• Stay calm, positive, and solution-focused when challenges arise

9. Confidentiality & Discretion

• Maintain confidentiality when handling sensitive and private information
• Act with discretion regarding Alicia’s personal and professional matters
• Maintain professionalism at all times

10. Technology & Tools Management

• Use office tools and technology efficiently including Microsoft Office, project management software, and virtual meeting platforms
• Ensure Alicia’s devices and technology are functioning properly
• Troubleshoot minor tech issues or coordinate with IT support
• Work efficiently while managing multiple tools in a fast-paced workflow

General Expectations

• Must be IN PERSON and reliable with daily attendance
• Ability to lift up to 50 lbs required for event setup and breakdown
• Positive, upbeat attitude is essential
• Ability to work in a fast-paced, constantly changing environment
• Imperative to send timely responses to Alicia Barr
• Notify Alicia prior to checking out for pre-scheduled personal events and check back in upon return (within 3 hours)
• Anticipate, Anticipate, Anticipate
• Expect the unexpected at all times
• Communication is clarity
• Arrive 15 minutes early to prepare the workspace (lights, music, coffee, etc.)
• Alicia’s schedule is the priority and supersedes any to-do list
• Problems come with solutions — bring at least 3 options when raising issues

Internship Details

• Duration: 3 Months
• Schedule: IN PERSON ONLY
• Start Date: August 2026

Job Type: Full-time

Pay: $2,000.00 - $2,500.00 per month

Ability to Commute:

• Fairland, IN 46126 (Required)

Ability to Relocate:

• Fairland, IN 46126: Relocate before starting work (Required)

Work Location: In person