Executive Assistant

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Description

About Us

7-time winner of the 50 Fastest Growing Companies in the Twin Cities, All In One Accounting is the strategic accounting team for mission-driven nonprofits and growth-minded entrepreneurs.

All In One Accounting's thorough and comprehensive set of services move our clients from financial chaos to business clarity and beyond.

Simply said, our mission is to make the lives of nonprofit and entrepreneur leaders better. We do this by supporting profitable Growth, equipping them to Protect their assets, and enabling nonprofits to Amplify their impact.

A bit about the role:

Our CEO, Heide Olson, leads a fast-growing organization - and she needs a trusted right-hand assistant to help her operate at her best. As Executive Assistant to the CEO, you will own Heide's calendar, inbox, and operational world so she can stay focused on the leadership and strategic work only she can do.

This is a high-trust, high-responsibility hybrid position. We are looking for someone who brings polish, discretion, and sound judgment - someone who knows when to act independently and when to flag something for Heide's review. You will represent her professionally in written communications, support her presence through thought leadership initiatives, and ensure nothing falls through the cracks.

Now about you...

You are a highly organized, proactive professional who thrives supporting a high-performing leader in a fast-paced environment. You take pride in doing things right the first time, communicate with professionalism and warmth, and you are energized by managing many moving pieces at once.

You understand the difference between acting on something and escalating it. You do not need to be told every step - but you also do not overstep. You protect the CEO's time as if it were your own most valuable resource, and you understand that the quality of your work directly affects the quality of her leadership.

Responsibilities & Expectations:

General Support

* Provide hybrid support including remote work and in-person assistance for meetings, events, and occasional errands

* Manage personal and professional administrative tasks to reduce overall cognitive load on the CEO

* Serve as a proactive gatekeeper, protecting the CEO's time, focus, and priorities

* Support EOS cadence preparation and follow-up (L10s, Same Page, leadership meetings)

Email Management

* Fully manage inbox systems including filtering, prioritization, and elimination of low-value communication

* Draft and respond to emails on the CEO's behalf during business hours with appropriate tone and judgment

* Triage the inbox - act on what can be handled independently, flag what requires CEO review

* Ensure timely, professional communication that reflects Heide's voice and AIOA's brand

Calendar Management

* Own and manage the CEO's calendar with a focus on protecting her time and priorities

* Proactively resolve scheduling conflicts and coordinate across internal and external stakeholders

* Prepare Heide for meetings with relevant context, agendas, and background materials

CRM & Networking Process Support

* Send follow-up materials, books, and introductions on the CEO's behalf after networking meetings

* Document meeting outcomes and ensure next steps are captured and executed

* Enter and maintain contacts in Hub Spot with accuracy and consistency

* Facilitate Linked In connection requests and support ongoing relationship tracking

Linked In & Brand Presence

* Monitor and engage on the CEO's Linked In - liking, commenting on, and supporting posts from team members, referral partners, and vendors

* Maintain a consistent, active presence aligned with AIOA's brand voice

Presentation Preparation

* Coordinate with the marketing team on slide preparation and materials for CEO-led presentations

* Own logistics and preparation so Heide walks into every presentation ready

Travel Coordination

* Arrange travel for the CEO and other leadership team members as needed

* Manage logistics end-to-end: flights, accommodations, ground transport, and itineraries

Internal Responsibilities

* Actively participate in All In One Accounting's Brand Ambassador program

* Complete all internal responsibilities including weekly to do's, rocks, and maintaining process documentation

* Uphold AIOA's core values of Commitment, Foresight, Relationships, Tenacity, and Teamwork in every interaction

Required Experience and Skills

* 3+ years of experience supporting a senior executive, CEO, or high-performing leader

* Exceptional written communication skills - ability to write clearly and professionally in someone else's voice

* Strong judgment about when to act independently and when to escalate

* Proficiency with Outlook, Microsoft Teams, and Hub Spot (or demonstrated ability to learn quickly)

* Familiarity with AI and productivity tools such as Microsoft Copilot, ChatGPT, or similar platforms is a plus; a genuine interest in leveraging technology to work smarter is a must

* High attention to detail and consistent follow-through

* Discretion and…