Rapid Fire Buyers - Excutive Assistant

Reports to:

Joseph Back, Founder and CEO

Are you the kind of person who keeps a busy leader two steps ahead? Rapid Fire Home Buyers is hiring an Executive Assistant to the CEO whose mission is simple: help our CEO get more done in the same amount of time. Joseph runs several businesses alongside Rapid Fire, moves fast, and has a lot of people who want his time.

You'll protect his calendar, own his inbox, and take everything off his plate that doesn't need him, so he has large blocks of meeting-free time to work on the business instead of in it. This is not a traditional admin job. It's a true partnership with a CEO who will trust you with his calendar, his email, his finances, and his personal life.

• Calendar & Focus Time: Own the CEO's calendar end to end: scheduling, rescheduling, and declining when a meeting doesn't need him.
• Build and defend recurring meeting-free blocks each week, and batch meetings into set days and time windows.
• Prepare him for every meeting with the agenda, attendees, and background.

• Manage the inbox daily so he only sees what truly needs him; draft and send replies in his voice.
• Flag urgent items right away and track open threads until they're closed.
• Deliver a morning briefing (schedule, meeting prep, top 3 priorities, decisions waiting on him) and an end-of-day briefing (what got done, what's open, follow-ups owed, plan for tomorrow).

• Keep one master task list for the CEO, ranked by what moves the business most.
• Capture action items from meetings and follow up with team members and partners until they're done.

• Plan and book all business and personal travel, build complete itineraries, and adjust fast when plans change.
• Pay personal and business bills on time, and track, code, and reconcile credit card expenses each month.
• Run personal errands and handle household scheduling, appointments, gifts, and reservations.
• Handle all business, financial, and personal information with complete confidentiality.

• At least 10 hours of protected, meeting-free focus time on the CEO's calendar every week.
• Inbox under control daily, with urgent items flagged within 1 hour.
• Briefings delivered every morning and end of day; 100% of bills paid on time.
• Expenses reconciled and receipts submitted by the 5th of each month; every action item tracked to done.

• 5+ years as a dedicated executive assistant to a CEO, founder, president, or other C-level executive.
• Experience at a company with locations across multiple time zones.
• A proven record of owning a busy executive's calendar and inbox with full authority, plus personal matters like bills, errands, and household tasks.
• Excellent judgment about what needs the CEO's time and what doesn't, and complete discretion with confidential information.
• Strong writing skills, including writing emails in someone else's voice.
• Expert with Google Workspace or Microsoft 365, and quick to learn new tools.
• Organized, proactive, and calm under pressure.
• Valid driver's license and a reliable vehicle for errands.
• Bonus points:
  
  supporting an executive who runs multiple companies; a background in real estate, finance, or a fast-growing company;
  Quick Books Online or bill pay experience; comfort using AI tools.

• Full-Time Role, Monday through Friday, 8am to 5pm, with occasional after-hours flexibility for travel or urgent items
• In-Office at 2443 Sir Barton Way, Lexington, KY 40509
• Total target pay: $75,000-$100,000
• Base Salary: $75,000-$85,000, based on experience
• Performance bonus: up to $15,000 per year, tied to the success measures above
• Health, dental, and vision insurance
• 401(k) with 3% match
• Employee…