Remote Executive Assistant

About the Job: AOA is hiring an Executive Assistant to create the structure and proactive support that helps our CEO spend more of his time, energy, and focus where it creates the greatest value for AOA's growth. This is a high-trust role for someone who enjoys creating order, reducing friction, and helping a busy executive operate with greater clarity. You'll own the operating rhythm of the executive office, including the Daily Executive Briefing, inbox triage, calendar protection, AR/AP coordination, third-party communication, internal meeting support, recruiting logistics, travel, vendor management, and stakeholder follow-through. You'll be trusted to own important administrative and operational domains end-to-end, improve the systems around them, and help create a more organized, proactive executive office as AOA grows. Hourly Rate $35-$50/hour, based on experience Location Remote, US-based AOA is a growing digital design and development agency that creates high-impact websites, AI-native apps, and standout eCommerce experiences for ambitious modern brands. Our work spans strategy, design, development, eCommerce, conversion optimization, and custom application development. We value genuine relationships, high standards, ownership, clear communication, and a true commitment to client delight. As an AI-native agency, we use modern tools to enhance the quality, speed, and clarity of our work, while keeping human judgment, creativity, and relationships at the center. Create the structure and proactive support needed for the CEO to direct the majority of his time, energy, and focus toward the activities that create the greatest value for AOA's growth. Own inbox triage end-to-end: filter noise, answer routine questions, draft replies for approval, and escalate only what truly needs the CEO's attention. Own Accounts Receivable coordination: run weekly aging, send reminders, track payment promises, follow up consistently, and escalate sensitive cases when needed. Own Accounts Payable and contractor operations: support the payment cycle, handle contractor payment questions, and coordinate receipts and expenses. Serve as the administrative point of contact for the bookkeeper, CPA, legal, and insurance partners. Coordinate internal meeting operations, including agendas, pre-reads, notes, action items, and follow-through. Coordinate recruiting logistics, including interview scheduling, candidate communication, reference checks, and interview prep materials. Coordinate travel and events, including flights, hotels, itineraries, conference logistics, dinners, and expense reports. Run interference on vendor pitches, podcast invites, networking requests, and other inbound items that do not require the CEO's calendar. Build the EA Operating System by documenting the playbooks, templates, and SOPs this role runs so the function can scale as AOA grows. 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role supporting a CEO, founder, or senior executive. Strong judgment around what to handle directly, what to draft for approval, what to defer, and what to escalate. High comfort with modern email, calendar, document collaboration, and task management tools. Experience supporting AR, AP, contractor payments, receipts, expenses, or similar finance-adjacent workflows. Experience coordinating with external partners such as bookkeepers, CPAs, legal counsel, insurance providers, vendors, or consultants. High discretion and trustworthiness with confidential financial, personnel, client, and strategic information. Experience supporting a founder or CEO who wears multiple hats across sales, operations, client relationships, strategy, and team leadership. Familiarity with project management, CRM, finance, and collaboration platforms such as ClickUp, HubSpot, QuickBooks, Harvest, Rippling, Bill.com, Google Workspace, or similar tools. Comfort working in a flexible, remote, or hybrid environment where proactive communication is essential.