About the Role
This is the right-hand role for the founder. As Executive Assistant, you protect Polina's time and keep the business running smoothly behind the scenes — owning her calendar and inbox, keeping the content production pipeline on schedule, and making sure nothing slips between team members. You are the calm, organized center of a creative operation. You think ahead, you fix problems before they reach Polina's desk, and you bring order to a business that moves quickly.
If you take pride in being the most reliable person on a team — the one who remembers everything, anticipates the next step, and never drops a ball — this role is for you.
What You'll Do
Calendar & Scheduling
- Own and protect Polina's calendar — filming days, coaching calls, podcast recordings, and focused work blocks
- Build and maintain the content and filming calendar
- Coordinate scheduling across a split routine between New York City and Pennsylvania
- Confirm dates and details before anything is committed — never assume
Inbox & Communications
- Manage both the personal and business email inboxes to a clean, organized state daily
- Triage incoming mail, draft replies, and flag only what truly needs Polina
- Handle vendor correspondence, subscriptions, and routine follow-ups
- Serve as the first, polished point of contact for scheduling and general requests
Team Coordination
- Keep the content production pipeline on track — tracking editor submission deadlines, the daily approval window, and the rule that every piece is approved well ahead of its publish slot
- Chase down missing deliverables and keep everyone aligned
- Relay clear updates between the project manager, social media manager, videographer, and editing team
- Keep shared documents, trackers, and SOPs current and accurate
Production & Hiring Support
- Run the videographer hiring workflow end to end — confirming rates, collecting contact details, and maintaining the videographer database
- Verify that filming locations are open and accessible before each shoot day
- Prepare day-of logistics, briefs, and task lists for filming days
Travel & Operations
- Book and coordinate travel for filming trips and family trips
- Manage accounts, tools, and renewals across the business software stack
- Handle light personal and household coordination as needed
Systems & Documentation
- Maintain and improve SOPs, trackers, and team management documents
- Keep file naming and organization consistent across the business
- Help build operational systems that prevent the same problem from happening twice
Who You Are
- 2+ years of experience as an Executive Assistant, Virtual Assistant, or Operations Coordinator — ideally supporting a founder or executive
- Exceptional written English and a warm, professional communication style
- Deeply organized and detail-obsessed — you genuinely enjoy bringing order to a busy operation
- Self-directed and dependable in a fully remote role, with minimal hand-holding
- A proactive problem-solver who fixes the system, not just the moment
- Comfortable with technology — Google Workspace, Notion, Dropbox, scheduling tools — and quick to learn new platforms
- Available to work with reliable overlap to US Eastern business hours
- Discreet and trustworthy with sensitive personal and business information
Bonus Points
- Experience in the online coaching, content, or creator industry
- Familiarity with tools such as Kartra, AWeber, CapCut, TurboScribe, GetCourse, Claude, ChatGPT
- Project management or production coordination experience
- A genuine interest in content, social media, or the business education space
