Job Description

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.”
  
• 
  Confirm
  attendees, locations/links, objectives, and outcomes.
  
• 
  Communications and follow-through
• 
  Serve as
  liaison
  to 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 and
  re-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 the
  executive’s
  portfolio (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.
  

• 
  Availability for time-sensitive requests; ability to support across time zones.
• 
  Meticulous attention to detail, organization, and follow-through; zero-defect mindset.
• 
  Ability to manage multiple priorities and deadlines while maintaining calm and clarity.
• 
  Strong financial acumen for invoices, expenses, and vendor management.
• 
  Bachelor’s degree or equivalent experience
  preferred.*

Tools and platforms (preferred experience)

• 
  Productivity and collaboration: Microsoft 365 and
  Zoom
  .
• 
  Project/knowledge:
  ClickUp
  .
• 
  Scheduling and email: Calendly or similar for email triage.
• 
  CRM and relationships: HubSpot.
• 
  Finance and
  contracts
  : QuickBooks;
  DocuSign
  .
• 
  Travel: Tripadvisor; airline/hotel status
  programs.*
• 
  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.

Success metrics (examples)

• 
  Calendar accuracy and conflict-free execution; on-time starts and prepared participants.
• 
  Executive time leverage: increased focus hours, reduced context switching, high-value meeting mix.
• 
  Service Level Agreement (SLA) adherence: response and turnaround times for internal/external stakeholders.
• 
  On-time, error-free payment processing and expense reconciliation.
• 
  Stakeholder satisfaction scores/feedback; repeat invitations for speaking/media.
• 
  SOP coverage and continuous process improvements
  implemented
  .

• 
  A dedicated
  Talent Coordinator
  who serves as your guide and liaison between you, WorkBetterNow, and your assigned company—helping you navigate your role and continue growing professionally.
• 
  A supportive, people-first environment where your voice matters.