Job Description:

Partner with the founder of a large company to bring order to complex communications and operations. You will own email operations (from chaotic to streamlined), drive calendar discipline, surface decisions with context, and reduce executive stress through proactive support.

Key Responsibilities:

• Email Operations (primary focus)

• Audit fragmented, high?volume inboxes (thousands of messages); design a scalable system: labels/folders, filters/rules, VIP lists, and SLA categories.

• Create and maintain response templates and drafting guides that match the executive’s voice; draft and send on their behalf where appropriate.

• Stand up daily triage windows, a concise Daily Inbox Brief (priorities, deadlines, unresolved threads), and a Weekly Decision Board (items requiring a yes/no or guidance).

• Establish escalation and follow?up cadences that “manage up” respectfully—secure timely responses from the executive and stakeholders without hand?holding.

• Track KPIs (e.g., response time by category, backlog burn?down) and iterate the system continuously.

Calendar & Operations:

• Coordinate meetings, travel, and prep; own agendas/briefs, capture decisions, and log follow?ups.

• Protect focus time; sequence the day/week for throughput, not churn.

• Build simple SOPs for recurring workflows; train backups when needed.

Communication & Decision Support:

• Draft crisp executive emails and summaries; translate noisy threads into clear options with a recommendation.

• Anticipate needs, flag risks early, and propose remedies rather than just reporting problems.

Qualifications:

• 3+ years supporting a CEO/founder or senior exec, including managing high?volume (thousands?level) inbox environments.

• Evidence of building 0?1 email systems: before/after metrics, screenshots, or a short write?up of your approach.

• Exceptional written communication; sharp judgment and discretion with sensitive information.

• Operational thinker with strong prioritization; comfortable setting boundaries and “managing up.”

• Fluent with Google Workspace/Outlook, filters/rules, email clients (e.g., Superhuman), calendar tools, and basic automations (e.g., filters, templates, Zapier).

Work Style & Traits (what success looks like):

• Proactive owner: sets priorities, follows through, and holds others (including the exec) to agreed cadences.

• Confident and clear communicator; assertive without being abrasive.

• Consistent energy and stamina to maintain ---------- ntum over long cycles; thrives in fast?moving environments.

90?Day Outcomes:

• Inbox reduced and stabilized with a clear taxonomy; measurable improvement in response times and backlog.

• Daily Inbox Brief and Weekly Decision Board running reliably; decisions surfaced with context and a recommended option.

• Calendar operating with protected focus blocks and predictable rhythms; fewer last?minute fires.

• Executive reports lower stress and higher clarity on priorities.

Details:

• Fulltime Employment

• 40HRS/WK

• Monday - Friday 8:00AM - 5:00PM EST

• Rate: $5/HR

Why Join us?

Join Phyllis Song Consulting as an Executive Assistant and be at the heart of a mission dedicated to empowering clients and fostering a balanced, efficient work environment. You'll play a pivotal role in supporting leadership, driving growth, and making a lasting impact in a collaborative, values-driven team.