Executive Assistant

Who we are We are a purpose-led, values-anchored organization committed to expanding conscious leadership in the worldso that individuals, teams, and organizations experience greater freedom, aliveness, and connection.We dont just teach this work; we practice it. Internally, we prioritize responsibility over drama, presence over performance, and integrity over urgency. We design our systems and relationships to support sustainable excellence, not burnout or heroics.Our work is often experienced as bold, catalytic, and sometimes disruptive to conventional leadership norms. The same is true of working here. We invite growth, self-reflection, and real ownershipboth personally and professionally. We expect people to bring their full intelligence, emotional maturity, and willingness to learn.Our coaching team includes some of the most experienced and masterful conscious leadership practitioners in the field. Our business and operations team is equally essentialmade up of thoughtful, capable professionals who collaborate closely with coaches and partners to translate vision into clean execution.We rely on trust, clear agreements, and strong relationships across roles. We challenge one another with care, speak directly, repair quickly, and continually refine how we work togetherso that our internal culture mirrors the conscious leadership we exist to serve.Who you areYoure warm and empathetic, relationally focused, and are naturally drawn to support roles. You delight in organization, are a superlative communicator in both writing and speech, and naturally anticipate needs. Youre an action-oriented, direct, confident, and efficient contributor. Tech-savvy is a non-negotiable. You need to be able to stay focused and grounded while tracking lots of details. You can hold a steady, reassuring presence for participants, coaches, and vendors alike. You care about quality, brand integrity, and energetic coherence, and youre interested in personal growth and conscious leadershipnot just execution.Position Summary Executive Assistants provide the operational and relational support that makes clear, effective leadership at CLG possible. They anticipate needs, hold priorities, and ensure the accurate, timely flow of information across people, systems, and decisions.EAs steward executive time, energy, and attention through skillful calendar management, preparation, communication, and follow-through. They track commitments, context, relationships, and decisions so nothing essential is dropped or delayed, and the organization moves with coherence rather than urgency.Executive Assistants act as trusted thought partners and operational anchors protecting focus and recovery, holding brand continuity, and supporting clean agreements and delivery integrity. EAs and the leaders they support form true right-hand-person relationships built on trust, clarity, and mutual reliance, in service of CLGs mission and impact.ResponsibilitiesPriority ManagementAnticipate needs before they are explicitly stated. Eg. Around scheduling, client contracts, workflow and deadlines (if and as required by business team), travel and expense needs.Track emerging priorities, shifting demands, and whats happening across the organization.Identify and flag conflicts, bottlenecks, or misalignment early.Help clients make decisions by clearly sharing relevant information and potential risks.Act as a thought partner around the coach's energy management, delegation, and pacing.Calendar ManagementOwn and manage the coaches' calendar end-to-end. Including complex scheduling activities. Mult-stakeholder coordination, ongoing client sessions, and internal alignment callsResearch, build, and maintain AI-integrated calendaring systems that streamline complex scheduling, reduce manual coordination, and drive efficiency across coaches, clients, and internal workflows.Schedule internal and external meetings with full context and clear intent.Align calendar decisions with stated priorities and commitments, including creative, strategic, operational, and recovery time.Adjust the calendar dynamically as priorities shift.Track initiatives, commitments, and deadlines across teams and coaches, following up to ensure progress and accountability.Book Travel and track expenses as needed. CommunicationManage your inbox with discernment, clarity, and immediate responsiveness.Ensure all communications reflect CLGs voice, values, and commitments.Track ongoing threads and outstanding responses.Handle sensitive or complex communications with care and professionalism.Preparation & BriefingPrepare briefing documents for products, meetings, sessions, and engagements.Compile relevant context, history, goals, and stakeholders to support preparation and decision-making for engagements and sales.Maintain accurate, current, and accessible systems by managing files, contracts, documentation, databases, and records; capturing decisions and updates; summarizing data as needed; and ensuring systems reflect operational reality.Track goals, key players, and product objectives.Proactively ensure the coach enters sessions and engagements fully resourced and oriented.Track client milestones, follow-ups, contract renewals, birthdays, and key dates.Client & Relationship ManagementMaintain a balance of protecting coach calendars while creating high-quality client relationshipsManage client relationships operationally in support of delivery excellence.Maintain accurate databases of:Current clientsPast clientsPartnersCoachesCoaches NetworkRespond to clients promptly and with care - handling scheduling changes, preparing them for upcoming events, addressing questions, and ensuring contracts are sent within 24 hours of coach request.Coordinate touchpoints, follow-ups, and check-ins.Support gifting and other relationship-building gestures.Coordinate with internal and external stakeholders to ensure clean, complete handoffs and cross-functional alignment.Product & Sales SupportSupport engagement management through coordination and tracking both inside HubSpot and the client portal. Draft, create, and send client contracts (including proposals, SOWs, NDAs, and renewals), ensuring accuracy, completeness, and alignment with agreed terms.Support deal processing and track progress from interest through close.Support contract flow and internal readiness.Track key decisions requiring cross-functional input.Coordinate across sales, operations, and delivery teams.Ensure alignment between promises made and delivery readiness.Manage agreements, contracts, renewals, and NDAs and coordinate with legal counsel as needed.Track contract status and renewal dates.Maintain organized, accessible records inside HubSpot of executed agreements.Flag upcoming expirations, stalls, or Support coaches in the operational delivery of client programs - ensuring smooth coordination, communication, and follow-through across client touchpoints and internal workflows.Brand Stewardship & CultureHold and protect brand continuity.Ensure communications consistently reflect CLGs voice, values, and commitments.Embody the 15 Commitments of Conscious Leadership within your work environment.Demonstrate flexibility, maturity, and willingness to engageExperience and Background Minimum of 5 years of experience in a similar role that is client-facingZoom facilitationFamiliar with software: Mac IOS, Hubspot, G Suite, Typeform, Slack. Notion, WordPress, and Canva.Familiar with AI tools: ChatGPT, Gemini and Claude LogisticsPart-time W2 Position, never to exceed 29 hours a week.100 percent virtual, exemptOffice Hours: Monday-Friday 9 am- 5pm PST recblid 8xbt2204rpz15uv9e4mzw7jva7z1uo