Executive Assistant to Founder & CEO

Location: must live within a 1.5 hour commute of Needham, MA

About us: Ice Bath Boston & Breath is a 1:1 nervous system regulation coaching practice built on published research in breathwork and cold water immersion by the founder. We help clients regulate stress, anxiety, and burnout through body-based tools, and we practice what we preach internally with a paramount focus on employee protected work/life boundaries, high quality sleep, and supporting physical and mental health.

About the role: We are hiring a 30-hour per week, 95% remote Executive Assistant to run the day to day operations of our growing wellness coaching business (only 1x/month a few hours person for events). We have well-documented systems and SOPs already in place. This role covers inbox management, client scheduling, lead follow-up, and content coordination. Scheduling and client operations take priority;

lead follow up and content get attention as time allows. This role requires someone who can execute independently.

Responsibilities:

• Manage inbox (email, Google Voice) to zero daily, respond to inquiries within 3 hours during business hours Mon-Fri
• Manage client scheduling, onboarding, and cancellation policy in Acuity, , and Stripe
• Track and follow up on leads, as time allows after inbox and client operations are covered
• Coordinate weekly Linked In posts, Instagram cross-posting, and monthly content planning, as time allows
• Handle light administrative coordination: reviews follow-up, website checks, newsletter formatting
• Exercise independent judgment on when to escalate versus handle directly

Requirements:

• Very organized and strong attention to detail
• Prior experience in an operations, executive assistant, or administrative role
• Demonstrated ability to manage multiple communication channels and platforms at once
• A clear personal project management strategy
• Strong written communication skills, able to write in someone else's brand voice
• Comfort learning new software quickly if not used previously (, Acuity, Canva, Flowdesk, and similar)
• Genuine ability to maintain work-life boundaries while remaining reliable during work hours
• Comfortable using AI tools to work faster on your own drafts or research, but not as a replacement for judgment. Client-facing communication must always sound genuinely human.
• Protected, religiously respected work/life boundaries
• Helping today's everyday superheros of all ages tackle anxiety, panic, depression, sleeplessness, and stress
• A founder who researches and teaches nervous system regulation for a living, and runs the business the same way: sustainable pace, real sleep, no glorified burnout
• Real growth potential as the business expands, including possible in person opportunities down the line