Executive Assistant
Village 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

Inbox and Communication Management

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

Scheduling and Calendar Management

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

Meeting Management and Coordination

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

Application and Inquiry Review

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

Vendor and Partner Coordination

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

Events Management and Coordination

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

Project and Operations Support

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.

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