Executive Assistant & Systems Creator

Executive Assistant & Systems Creator
Role Overview

• Title: Executive Assistant & Systems Creator (Right-Hand Partner)
• Status: Part-Time | Independent Contractor
• Hours: 8–10 Hours/Week
• Compensation: $25 - 30/Hour
• Location: Southern California (Remote with 2x Monthly In-Person Meetings in Coachella Valley)

The Mission: "Buy Back the Founder's Time"

The objective of this role is to act as the External Brain for a neurospicy visionary entrepreneur managing two brands: www.FelinaDanalis.com and Palm Springs Somatics. We are looking for a "Calm Anchor"—someone who is methodical, detail-oriented, tech-forward and takes pride in turning visionary chaos into streamlined systems.

You aren't just "helping"; you are building the "tracks" for the business to run on so the founder can stay in her Zone of Genius.

Core Responsibilities1. The "Lead Guard" (Inbox & CRM Management)

• Inbox Zero: Own the email inbox for both brands. Filter, prioritize, and respond to inquiries with warmth and professionalism.
• Lead Tracking: Ensure no potential client "ghosts" or falls through the cracks.
• Lean CRM: Build and maintain a "Single Source of Truth" (initially in Google Sheets) to track the client journey from inquiry to follow-up.

2. The "Calendar Guard" (Scheduling & Energy Protection)

• Advanced Scheduling: Manage the integration between Acuity, Square, and Apple Calendar.
• Rules of Play: Enforce strict scheduling boundaries (e.g., no sessions before 11:00 AM; priority afternoon blocks).
• Payment-to-Link Bridge: Ensure the "Square before Zoom" protocol is followed manually or automated so the founder only sees paid clients on her calendar.

3. The "Systems Architect" (Digital Organization)

• Digital Cleanup: Organize assets across Google Drive, iCloud, and local storage into a structured, searchable system with a strict naming convention.
• Workflow Automation: Audit current manual processes and build automated "Playbooks" (SOPs) to reduce manual friction.

4. Brand & Operations Support

• Tech Management: Basic updates to Squarespace websites and managing Square billing.
• Marketing Execution: Post content to Instagram/LinkedIn and manage Canva-based document consistency.

The Operating System (Our Rhythm)

• The Daily Sync: You will lead a 15-30 minute briefing call every morning (approx. 9:30 AM PT). You run the agenda. You tell the founder what decisions need to be made and what is upcoming.
• Audio-to-Action: The founder communicates primarily via voice memo. You must be skilled at capturing verbal instructions and transcribing them into actionable tasks.
• Friday "State of the Union": You will provide a brief summary every Friday afternoon confirming that the inbox is clear, payments for the following week are secured, and the founder's weekend is "open loop-free."

Qualifications & Skills

• Experience: 2+ years as an Executive Assistant (EA) for entrepreneurs/visionaries.
• Technical Savvy: Expert-level proficiency in Squarespace, Acuity, Square, and Google Workspace. Experience with Apple ecosystem (iCloud/Apple Calendar) is required.
• Personality Type: Grounded, self-confident, and highly organized. You must be comfortable "managing up" and keeping the founder on track.
• Location: Based in Southern California with the ability to travel to the Coachella Valley twice per month for in-person strategy/organizing sessions or other duties as needed.

How to Apply

Please send your resume and a brief cover letter outlining your experience with "Systems Creation" to [email protected]. Applicants that are selected for interviews will be contacted. If you do not hear from us within two weeks, please reach out again. Interviews will be in person and/or on Zoom video.

Detail-Orientation Test: In the first line of your cover letter, please mention your favorite local Southern California coffee shop or park. This lets us know you have the high level of detail-orientation this role requires.

Confidentiality is paramount. A non-disclosure agreement (NDA) will be required upon hire.