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