Executive Assistant Chief of Staff
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Job Location:
Monthly Salary:
Posted on:
5 hours ago
Vacancies:
1 Vacancy
Job Summary
Remote Part-Time (20 hours/week to start)
Internal Audit Collective
About the Organization
The Internal Audit Collective is a professional education and community platform serving internal auditors and SOX practitioners. The business delivers webinars cohort-based courses speaking engagements and community-driven learning experiences.
As the organization continues to grow this role is designed to act as a force multiplier for the Founder ensuring execution is seamless commitments are tracked and nothing falls through the cracks.
Role Overview
This is not a traditional admin role. It is a Chief of Staffstyle Executive Assistant position centered on ownership follow-through and operational excellence.
Your core mandate:
The Founder focuses on high-value work. You ensure everything that follows gets executed.
You will work directly from meeting transcripts recordings and Slack instructions to drive follow-ups coordinate logistics and maintain momentum across multiple initiatives.
This role requires strong judgment exceptional written communication and proactive execution with minimal oversight.
Key Responsibilities
1. Meeting Follow-Up & Execution
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Review meeting transcripts and recordings to extract and action all follow-ups
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Draft and send professional follow-up emails on behalf of the Founder
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Track action items assign deadlines and ensure completion across projects
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Surface decisions or blockers clearly and concisely
2. Speaking Engagement Coordination
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Own logistics and follow-ups for external speaking commitments
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Coordinate with event organizers including timelines deliverables and expectations
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Prepare briefing documents covering audience format logistics and key context
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Manage post-event follow-up including thank-you notes materials and relationship tracking
3. Webinar & Event Management
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Coordinate scheduling with guest speakers
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Manage end-to-end webinar logistics including Zoom setup registration and reminders
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Prepare speakers and materials ahead of sessions
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Handle post-webinar workflows including recordings attendee follow-up and CPE documentation
4. Inbox & Calendar Management
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Monitor and triage inbox draft responses and prioritize effectively
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Manage calendar strategically including scheduling confirmations and focus time protection
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Conduct daily start-of-day and end-of-day sweeps across email and Slack
5. Lead Outreach & Pipeline Support
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Conduct outreach to inbound leads and book introductory meetings
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Manage LinkedIn follow-ups for engaged prospects
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Maintain a simple lead tracker including status last touchpoint and next action
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Draft outreach messages aligned with the Founders voice
What Were Looking For
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3 years of experience as an Executive Assistant Chief of Staff or Operations partner to a founder or senior leader
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Exceptional written English with the ability to communicate externally on behalf of the Founder
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Highly organized and systems-driven with strong follow-through
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Comfortable working from transcripts Loom videos and asynchronous instructions
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Proactive mindset with the ability to anticipate next steps without being prompted
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Strong judgment and discretion in handling communications and priorities
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Experience supporting a content creator educator or professional services founder is a strong plus
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Exposure to internal audit finance or professional services is helpful but not required
Tools & Systems
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Communication: Slack Gmail
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Scheduling: Calendly or similar
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Meeting transcripts: Fathom Fireflies Otter or similar
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Webinars: Zoom
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Project management: Notion Asana or similar
Success in This Role Looks Like
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Every meeting results in clear executed follow-ups
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No dropped tasks or missed deadlines
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The Founders time is protected and focused on high-value work
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Communication is timely polished and proactive
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Operations feel organized predictable and fully under control
Key Skills
- Compliance Management
- Customer Retention
- Quality Assurance
- Customer Service
- Extensive Knowledge
- Account Management
- Front Office
- Telephone Calls
- Needs Analysis
- Cold calls
- Business Relationships
- Customer Complaints
- Sales Goals
- Sales Process
- New Clients
