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 - Location: Remote / Virtual - Schedule: TBC - Time Zone: within EST business hours - 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 - 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 - 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 - 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 - Communication: Strong written and spoken English; comfortable communicating proactively across a remote team Originally posted on Himalayas