Executive Assistant

About the Role

We are a fast-growing consumer beverage brand seeking a highly organized, execution-driven Executive Assistant to support our Founder/CEO and coordinate key programs across the company. This role requires high execution capacity — the ability to move quickly and accurately across multiple priorities, maintain a keen eye for detail, communicate fluidly across a team, and follow tasks through to completion.

The role combines executive support with ownership of the administrative systems behind our Brand Ambassador and UGC Creator programs.
Work Structure & Requirements

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Location: Remote / Virtual

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Schedule: TBC

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Time Zone: within EST business hours

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Compensation: 7 USD

Key Responsibilities
1. Executive Support

- Manage Founder calendar, scheduling, meeting coordination, and follow-ups

- Support inbox organization, prioritization, and routine communication

- Coordinate travel, itineraries, appointments, and select personal scheduling

- Conduct research and organize information for Founder review

- Track open items, deadlines, and commitments through to completion

- Manage scheduling and reservations for the content room

- Build familiarity with Founder priorities and communication style, progressing toward greater autonomy over time

2. Brand Ambassador & UGC Creator Programs

- Own the coordination and administration of in-store Brand Ambassador and UGC Creator programs

- Creatively recruit and proactively source candidates in priority markets

- Screen applicants and manage candidate communication, onboarding, and paperwork

- Coordinate ambassador availability, in-store activation schedules, calendar invitations, confirmations, substitutions, and training

- Maintain accurate rosters, schedules, market coverage, and program documentation

- Track required submissions and follow up on outstanding deliverables

- Coordinate payment documentation and recurring participant communication

- Maintain and report against established program KPIs

- Identify recruiting, coverage, participation, and performance gaps and take action to keep programs growing consistently

- Maintain repeatable systems and SOPs that allow both programs to scale

3. Retailer, Distributor & Business Administration

- Complete retailer portal submissions, new item forms, distributor forms, and related documentation

- Coordinate administrative scheduling for in-store retail activations

- Maintain submission deadlines, records, requirements, and follow-ups

- Support insurance documentation, distributor paperwork, CRM maintenance, data entry, and company records

- Gather information from internal team members and ensure required tasks are completed on time

- Maintain organized digital files, trackers, and recurring administrative systems

Required Skills & Experience

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Non-Negotiables: Speed and precision without sacrificing accuracy; exceptional organization across multiple schedules, deadlines, and workflows; strong follow-through and ownership of tasks through to completion; proactive communication; confident accountability with team members, candidates, and partners; resourcefulness and ability to learn new systems quickly; sound judgment on when to act independently vs. escalate

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Experience: Preferred experience across several of the following — executive or founder support; recruiting, candidate sourcing, and onboarding; brand ambassador, field marketing, creator, or community programs; high-volume scheduling and coordination; KPI tracking and program administration; retailer/distributor portals or CPG administration; remote work within a fast-moving founder-led company

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Tools: Google Workspace, scheduling platforms, CRM systems, spreadsheets, Jotform, and similar administrative tools; strong technological fluency and ability to learn new systems quickly is essential

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Communication: Strong written and spoken English; comfortable communicating proactively across a remote team

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