United States onlyVillage Brands
Remote | Part-Time | $25.00/hr | Monday through Friday, 9:00 AM to 3:00 PM
POSITION OVERVIEW
Village Brands is seeking a highly experienced and exceptionally organized Executive Assistant to provide direct, strategic support to senior leadership across multiple business entities. This is a critical role within our organization, and we are looking for a professional who brings precision, polish, and genuine ownership to their work.The right candidate operates independently, anticipates needs before they arise, and functions as a trusted extension of leadership. You communicate with clarity and confidence, manage sensitive information with complete discretion, and bring calm, structure, and follow-through to a dynamic and fast-moving environment. If you have spent years building expertise in executive support and take pride in doing your work at the highest level, we want to hear from you.
SCHEDULE AND COMPENSATION
- Compensation: $25.00 per hour
- Hours: Monday through Friday, 9:00 AM to 3:00 PM
- Classification: Part-time, hourly, fully remote
- Consistent availability during scheduled hours is required
- Some evening availability is required based on business needs and events
KEY RESPONSIBILITIES
Executive and Leadership Support- Serve as the primary administrative point of contact for senior leadership across multiple business entities
- Anticipate leadership needs, act with initiative, and deliver solutions without waiting to be directed
- Prepare briefings, agendas, talking points, and follow-up summaries with a high degree of accuracy and professionalism
- Manage sensitive and confidential information, communications, and documents with absolute discretion
- Represent leadership with professionalism and integrity in every written and verbal interaction
- Own and manage multiple executive email inboxes, ensuring responses are timely, accurate, and professionally crafted
- Draft, edit, and send correspondence on behalf of leadership to vendors, partners, clients, and stakeholders
- Develop and maintain inbox organization systems, escalating urgent matters and ensuring nothing is missed
- Serve as a professional communication bridge between leadership and all internal and external contacts
- Manage complex, multi-entity calendars with precision, coordinating meetings, interviews, calls, and appointments
- Utilize Calendly and Google Calendar to schedule and confirm engagements with full attention to confidentiality
- Ensure all calendar communications are accurate, professional, and appropriately discreet
- Proactively identify and resolve conflicts, protect leadership time, and optimize daily schedules
- Prepare and distribute agendas, briefing materials, and supporting documents in advance of all meetings
- Attend meetings as required to capture detailed notes, track action items, and ensure accountability
- Issue concise post-meeting summaries with clearly assigned next steps and deadlines
- Coordinate all logistics for virtual and in-person meetings, including platform setup, dial-in details, and materials
- Ensure leadership enters every meeting fully informed and prepared
- Review and evaluate incoming applications, submissions, and inquiries against established criteria on behalf of leadership
- Assess event proposals, author submissions, and partnership inquiries for alignment with organizational priorities
- Prepare clear summaries and recommendations for leadership review, flagging high-priority opportunities
- Communicate with applicants and submitters professionally, providing timely and appropriate responses
- Maintain organized records of all submissions, review notes, and decisions
- Communicate on behalf of leadership with vendors, partners, and service providers with professionalism and clarity
- Track outstanding commitments and follow up proactively to ensure all parties meet their obligations
- Maintain accurate and current records of vendor relationships, contracts, and correspondence
- Lead coordination of internal and external events including pop-ups, vendor activations, community events, and organizational gatherings
- Manage all event logistics including venue communication, vendor coordination, guest lists, schedules, and day-of execution
- Build and maintain detailed event timelines and checklists to ensure flawless execution
- Serve as the primary point of contact for event partners, sponsors, and attendees, communicating with professionalism at every touchpoint
- Provide on-site or virtual presence during events as needed to ensure smooth operations
- Conduct thorough post-event follow-up including thank you outreach, recap documentation, and improvement recommendations
- Use Monday.com and Asana to manage tasks, coordinate cross-functional workflows, and ensure projects stay on track
- Deliver regular, concise project status updates to leadership covering progress, upcoming deadlines, and potential blockers
- Conduct research and compile findings into clear, actionable summaries that support leadership decision-making
- Support organizational initiatives, special projects, and strategic priorities as directed
REQUIRED QUALIFICATIONS
- Minimum of 3 to 5 years of experience in an Executive Assistant or senior administrative role supporting leaders and executives
- Proven ability to manage multiple executive inboxes simultaneously with exceptional accuracy, professionalism, and follow-through
- Advanced proficiency in Google Workspace, including Gmail, Google Calendar, Google Drive, and Google Docs
- Hands-on experience with project management tools including Monday.com, Asana, and Calendly
- Demonstrated experience using AI tools in a professional setting to improve efficiency, communication, and output quality
- Exceptional written and verbal communication skills with a consistently professional and polished tone
- Superior organizational skills with the ability to manage competing priorities in a remote, high-velocity environment
- Unwavering integrity, discretion, and sound judgment when handling confidential and sensitive information
- Strong interpersonal skills and the ability to represent leadership with poise in all professional interactions
- A minimum of three verifiable professional references is required; candidates without references will not be considered
- A background check is required and must be successfully completed prior to the start of employment
- This is a part-time position; Village Brands does not offer benefits for part-time roles
PREFERRED QUALIFICATIONS
- Experience supporting leaders across multiple business entities or brands simultaneously
- Background in retail, e-commerce, bookstore, or community-focused business environments
- Experience coordinating events, activations, or community programming
- Familiarity with vendor management, partner communications, or business operations in a small or growth-stage organization
- Demonstrated ability to thrive in a dynamic environment where priorities evolve and adaptability is essential
WHAT WE ARE LOOKING FOR
We are not looking for someone who waits to be told what to do. We are looking for someone who already knows what needs to happen, makes it happen, and does so with professionalism and care. The right person for this role operates with a quiet confidence, holds themselves to an exceptionally high standard, and understands that the quality of their work directly reflects the quality of our organization.You bring structure to complexity, clarity to ambiguity, and professionalism to every interaction. You take ownership of your responsibilities completely and treat every task, large or small, as an opportunity to demonstrate excellence. If this describes how you work, we want to meet you.
HOW TO APPLY
To be considered for this position, please submit the following: a current resume, a cover letter that speaks specifically to your experience in executive support, and a minimum of three professional references with contact information. Please note that a background check will be required prior to the start of employment. Incomplete applications will not be reviewed. Applications are evaluated on a rolling basis and qualified candidates will be contacted directly.Village Brands is an equal opportunity employer. We are committed to building a diverse and inclusive team and encourage candidates of all backgrounds to apply.
