Assistant to Vicepresident

This high-visibility role requires exceptional judgment, discretion, and a solutions-first, anticipatory mindset that increases executive leverage and accelerates company growth.

Key Responsibilities

• Calendar and scheduling
• Manage a high-volume, dynamic, cross-time-zone calendar; prevent conflicts and sequence priorities.
• Coordinate calls, meetings, meals, and events with clear briefs, objectives, locations/links, materials, and attendee confirmations.
• Build buffer times, travel time, and preparation windows; maintain an executive “run of show.”
• Confirmattendees, locations/links, objectives, and outcomes.
• Communications and follow-through
• Serve asliaisonto internal/external stakeholders; draft and triage emails/messages in the executive voice.
• Capture decisions, action items, and deadlines; ensure timely follow-up and closure.
• Maintain professional, brand-aligned communication loops that enhance relationships.
• Travel and logistics
• Plan end-to-end domestic and international travel: flights, hotels, ground transport, dining, visas, and contingency plans.
• Create detailed itineraries and digital packets; monitor changes andre-accommodations.
• Finance and operations support
• Process bills, invoices, reimbursements, and expenses; liaise with accounting/finance and vendors.
• Support light bookkeeping and documentation for audits and tax prep as needed.
• Multi-business and project coordination
• Coordinate across theexecutive’sportfolio (investments, books, podcasts, speaking engagements, and other ventures).
• Manage vendor/partner relationships, contracts, deliverables, and timelines.
• Support content scheduling, outreach, and logistics for media, publishing, and events.
• Information and knowledge management
• Maintain organized files, contacts, and knowledge bases; ensure information is current, searchable, and secure.
• Build Standard Operating Procedures (SOP) and checklists to streamline repeatable processes; propose improvements proactively.
• Confidentiality and risk management
• Handle sensitive information with absolute discretion; manage access, permissions, and privacy.
• Anticipate risks (schedule bottlenecks, travel disruptions, reputational exposures) and propose mitigations.

• 3+ years of experience supporting C-level or high-profile executives in fast-paced environments.
• Demonstrated excellence in complex calendar operations, high-stakes communications, and global travel.
• Exceptional written and verbal communication; ability to write clearly, concisely, and in an executive voice.
• Strong business judgment, discretion, and professionalism with VIP stakeholders.
• Demonstrated ability to anticipate needs, solve problems quickly, and operate with minimal guidance.
• High proficiency with productivity, CRM, finance, and automation tools; eager to learn and implement new systems.
• Experience coordinating across multiple businesses, media projects, and external partners.

Tools and platforms (preferred experience)

• Productivity and collaboration: Microsoft 365 andZoom.
• Project/knowledge:ClickUp.
• Scheduling and email: Calendly or similar for email triage.
• CRM and relationships: HubSpot.
• Finance andcontracts: QuickBooks;DocuSign.
• Travel: Tripadvisor; airline/hotel statusprograms.*
• Media and content:SquadCast; Descript;Libsyn; Canva or Adobe Express.
• Automation and AI: Zapier; AI assistants (ChatGPT, Microsoft Copilot, Google Workspace Duet); Otter.ai/Fireflies.ai/Fathom for meetings; Scribe or Tango for SOP capture.
• Security: 1Password; OneDrive permissions and data privacy practices.