Executive Operations Assistant (Part-Time)

About the Role

We 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 Responsibilities

1. Executive & Administrative Support

• Manage weekly planning and task lists for the CEO.
• Maintain calendars, deadlines, and follow-up reminders.
• Draft and send follow-up emails to professional contacts after networking events
• Prepare documents, checklists, and organizational systems as needed.

2. Operations & Project Coordination

• Assist with scheduling, vendor coordination, travel details, and project timelines.
• Support ongoing initiatives such as speaking engagements, training programs, book-related activities, and special events.
• Maintain organized digital files and ensure internal systems stay up to date.

3. Content Support & Organization (Non-Creative Role)

• This person DOES NOT create content — they simply organize assets for the CEO and the social media manager.
• Access photos & videos (via company account) to organize screenshots, videos, and behind-the-scenes images into weekly content folders.
• Prepare labeled folders for the social media manager (no editing or posting required).
• Track content calendar deadlines and ensure materials are ready each week.

4. Client & Partner Follow-Up

• Send follow-up messages to corporate contacts, speaking leads, or event partners, cc’ing the CEO.
• Maintain a simple CRM or spreadsheet for tracking professional connections, opportunities, and responses.

Qualifications

• Exceptionally organized, detail-oriented, and reliable.
• Strong written communication skills.
• Comfortable taking initiative and following through without being micromanaged.
• Professionalism and discretion when handling sensitive information.
• Tech-comfortable (Google Workspace, shared drives, basic file systems).

Schedule

• Mondays (Remote): Weekly meeting + task execution
• Tuesdays (In Office): Operations + follow-up
• Thursdays (In Office): Content organization + project work
• (12–18 hours/week to start)

Job Type: Part-time

Pay: $23.00 per hour

Expected hours: 12 per week

Work Location: In person