Administrative Assistant to CEO

This role is perfect for someone who thinks two steps ahead. You catch problems before they become crises, and are always looking for how to make things easier for others. We need someone who can read an email, understand the business context and urgency, and know exactly what to do with it—whether that's drafting a thoughtful response, flagging it for the CEO's attention, or routing it to the right team member.

For that reason, this role requires strong business acumen and writing skills to represent the CEO's voice clearly and professionally. You'll manage the inbox daily, coordinate the calendar, book travel, support with special projects, and prepare the CEO for every meeting and event with clear, comprehensive briefing notes. You'll also build systems and document workflows so this work becomes repeatable and increasingly efficient over time.

This is a part-time (approximately 20 hours/week), independent contractor engagement with defined deliverables and milestones, with a preference for candidates based in the Boise area. Your primary point of contact is Chelsea Hahn, the Head of Operations for the Office of the CEO.

Chelsea Hahn (Head of Operations for the CEO) is your point of contact for questions, priorities, and feedback. You'll interact with many other external partners, and other Kit team members as needed to move specific projects forward. Otherwise, you work independently most of the time, checking in with Chelsea to confirm deliverables and surface roadblocks.

• Get access to the CEO's calendar, email, and key tools
  
  Join onboarding conversations with Chelsea to align on the CEO's top priorities, communication style, and decision-making preferences.
• Dive into the inbox: read through recent and pending emails to understand what's there, what's urgent, and what the CEO typically responds to versus what gets routed or archived.
• Begin daily email triage: sort new incoming mail, draft responses on behalf of the CEO for Chelsea's review, and flag anything that needs the CEO's direct attention.
• Learn the calendar system: review current and upcoming schedule, understand meeting principles, and identify conflicts or optimization opportunities.
• Retrieve mail from the PO box and handle accordingly.

• Deliver full ownership of daily email triage and response drafting, including a documented framework for which emails contain implicit to-dos, which systems you operate independently, and what always needs Chelsea's sign-off.
• Deliver a calendar-management approach, managed in partnership with Chelsea, including accepting/declining meeting requests and proactively flagging scheduling conflicts.
• Deliver a reliable meeting prep process.
• Book a trip end-to-end: flights, ground transportation, lodging, meal reservations.
• Deliver a briefing document with meeting details, attendee bios, and prep materials at least 48 hours before departure.
• Start identifying and implementing improvements to current processes.

• Proactively take action on emails and situations where you've learned what's needed. Coordinate logistics, follow up on outstanding requests, and solve operational problems before they escape. Bring edge cases to Chelsea, but operate with strong judgment and autonomy.
• Introduce at least one AI-powered automation (e.g., email filtering, calendar insights, travel research). Test it, document it, iterate.
• Document at least three workflows in Notion (e.g., how to request a meeting with the CEO, how to process expenses, how calendar blocking should work).
• Take on event coordination for Nathan Barry Show batch recording events: coordinate guest dinner reservations, order lunch for recording days, send introduction emails to guests 2 weeks in advance and find new ways to make the event a special experience for guests.