We're looking for a sharp, tenacious, and emotionally intelligent Executive Assistant to serve as the CEO's right hand. You will learn from, assist, and report directly to the CEO, Tori Dunlap. This role is a high-impact, cross-functional position that blends executive support with operations, communications, and strategic initiative management. You'll be the eyes and ears across the business, ensuring the CEO is informed and prepared, so she can focus on what matters most.
The right candidate is a natural prioritizer with sound judgment, someone who knows what to drop when there's too much on the list and why. You're proactive, relationship-oriented, and unafraid to take the lead, whether you're coordinating with media, managing partner communications, or tightening up internal systems. You're comfortable managing the CEO herself, not just her calendar, and you know how to assert yourself with confidence when priorities need to shift. Above all, you make things easier, not just by doing the job well, but by anticipating what's needed before it's asked.
This role is a full-time, salaried, non-exempt position that will begin with a 90-day probationary period to ensure a mutual fit. The role is primarily remote; however, you must be a resident of Washington State, ideally living in Seattle, as our office is in Seattle, or be able to come into Seattle for in-person work, as scheduled.
Executive & Calendar Support- Own the CEO's calendar as her true gatekeeper; manage priorities, prep work, and conflicts across both internal and external requestsCoordinate internal & external meetings, including briefing docs, notes, attachments, agendas, and follow-ups
- Manage travel booking with full itinerary development, including flights, hotels, meals, and more
- Maintain confidentiality while navigating high-volume, time-sensitive requests
- Proactively manage the CEO's time and energy, including pushing back or renegotiating priorities with her directly when needed
Success looks like:- 100% of flagged, time-sensitive emails responded to or escalated within 24 hours
- Zero missed deadlines caused by an email going unaddressed
- CEO's inbox triaged daily, with a same-day summary of anything requiring her direct input
- No email flagged as needing a response sits untouched for more than 2 business days
- Travel booked on time, with processes followed and flexibility to accommodate changes as they come up
Operations & Admin Oversight- Own mail, filing, and document retention & tracking, including mail & package handling from our office
- Own travel and event logistics, including budgets, reimbursements, and payments
- Draft and manage external communications and correspondence on behalf of the CEO
- Manage internal communications, relaying key information from meetings and routing requests from team members and departments
- Maintain and update SOPs, systems, and accounts used by the CEO, ensuring smooth setup, documentation, and workflows
Success looks like:- All physical mail sorted, logged, and actioned within 48 hours of receipt
- 100% of documents requiring the CEO's signature routed for sign-off within 3 business days of receipt
- Zero lost, misplaced, or unaccounted-for mail or packages
- Monthly mail log maintained with zero discrepancies at reconciliation
- Key takeaways and action items from meetings relayed to relevant team members within 24 hours
- Requests from team members or departments acknowledged within 1 business day, with a clear next step or timeline provided
- Update CRMs in real time, when possible, or within 2 business days of interactions and key updates
Financial Reporting & Admin- File receipts and deposits
- Log and track expenses related to the CEO
- Submit reimbursements for the CEO
- Mail and approve checks signed by the CEO
- Track upcoming tax payments that require signatures and checks from the CEO
- Support the CEO with tax documentation and tracking for her personal taxes
Success looks like:- 100% of expense reports and reimbursements submitted within partner or vendor deadlines
- Receipts and deposits logged within 48 hours of receipt
- Zero unresolved discrepancies at monthly expense reconciliation
- 100% of tax-related signatures and payments tracked, with reminders sent at least 1 week ahead of any deadline
Visibility, Media & Brand Support- Own and maintain the public relations pipeline, including generating pitch angles, correspondence with press, and follow-ups
- Liaise with PR teams and media contacts for interviews, events, and speaking engagements
- Prepare briefing documents, one-sheets, outlines, and appearances
- Maintain and update media kits and visibility assets
- Support gifting, correspondence, and other brand-aligned touchpoints
Success looks like:- 8 to 10 press pitches sent per month
- 1 national media interview secured per month
- 2 to 3 local or regional media placements secured per month
- 1 in-person interview secured per quarter with a national TV or news network
- Maintain a 15 to 20% pitch-to-placement conversion rate, tracked monthly
Special Product Launch Coordination- Own logistical planning for the launch of a special product project, coordinating across the agency, vendors, media, and internal team
- Coordinate design and PR milestones with the relevant teams to keep the launch on schedule
- Own logistics for the pre-sale campaign and the launch campaign
- Coordinate the community launch, events, and tour, including vendor and venue logistics where applicable
Success looks like:- Communications with the agency, vendors, media, and internal team relayed and responded to within the agreed timeframe
- Briefing documents provided to each party where needed, ahead of key milestones
- The launch is planned well ahead of deadlines, with smooth delivery and all parties kept informed throughout
- Contingencies anticipated and planned for in advance, rather than addressed reactively
Event & Culture Coordination- Organize quarterly Lunch & Learns hosted by Tori
- Coordinate with the COO's office for team events, such as meetings, retreats, and coworking days
- Liaise with vendors for photography, catering, AV, and venue logistics
Success looks like:- 100% of quarterly Lunch & Learns planned and confirmed at least 4 weeks in advance
- Zero vendor-related issues (AV, catering, venue, photographer, hair & makeup, etc.) go unresolved on the day of an event
- All team event logistics coordinated with the COO's office are confirmed at least 1 week ahead of the event date
- Available for in-person work in Seattle, WA, to support 1:1 coworking with executives, manage administrative tasks like mail, filing, printing, and signatures, and attend key meetings. While most in-person work is scheduled in advance, some tasks may require flexibility and real-time responsiveness.
- You've worked in a fast-moving startup or digital-first business before, ideally supporting a founder or executive, and you know how to operate with limited structure and high ambiguity.
- External communications & PR experience. You've supported press outreach, partner communications, or brand-facing correspondence before, and you're comfortable representing the CEO's voice externally.
- Detail-obsessed and follow-through focused. You don't miss the small things, and you always follow up.
- A confident gatekeeper. You know how to manage and protect an executive's time and aren't afraid to manage the CEO directly, including pushing back, reprioritizing, and asserting yourself when it's needed most.
- Proactive and intuitive. You anticipate needs before they're spoken and solve problems before they become blockers.
- Can manage competing priorities with confidence. You know how to evaluate what matters most, especially when everything feels urgent.
- Understands and embodies the Her First $100K brand. You should be fluent in our voice, tone, and values, and able to represent us with professionalism, warmth, and integrity.
- Willing and able to travel. This may include joining the CEO for interviews, meetings, or events, and participating in company offsites or retreats.
You will be a stand-out candidate if you have:
- A background in marketing and an understanding of social media. Our entire business is focused on positioning, education, and growth through our marketing channels.
- Strong external writing skills. Someone who can draft on-brand copy and understands what makes messaging convert.
Who this role is not for:
- Someone who's uncomfortable pushing back on or redirecting an Executive; this role requires confidently managing up, not just executing instructions
- Someone looking for a fully remote role with no in-person component; this position requires being available in Seattle for coworking days and in-person tasks
- Someone who views admin and detail work (document retention, financial tracking, mail handling) as beneath the role, rather than core to it
- Someone who comes in every day looking for a fixed checklist or task list; initiatives and priorities are fluid and can change on the fly
This role is built for someone who wants to grow with us, not just fill a seat. At Her First $100K, the Executive Assistant sits closer to Tori and the business than almost any other role in the company, and as the company scales, so does their compensation.
We're a lean team of 5 employees and ~10 contractors brought on for specific projects, so there isn't room to hide in this role. Every contribution is visible, and every result matters.
Please note that we do not currently accept counteroffers to the salaries stated in our job listings for this role, set at $85,000 to $90,000. However, there is room for growth within the first year of employment.
Total compensation also includes:- 85-100% employer-paid health insurance premiums
- 401(k) with a 4% company match
- Unlimited paid leave for vacation, sick & health, menstruation, and your birthday
- 4 months of paid parental leave for birth, adoption, or surrogacy
- 11 paid federal holidays plus 2 floating holidays each year
- 20+ days of company-wide breaks throughout the year, separate from PTO
- Remote work stipend
Marketing Manager