Job Description
Overview Looking for a calm, capable, and deeply organized Executive Assistant to serve as the operational right hand to a Christian author, mother, and environmental advocate with an international platform. This work is rooted in a mission of environmental protection and stewardship — the principal's writing, speaking, and public platform are all oriented around that cause. The right candidate will be proud to support work that matters. The principal is a warm, kind, and deeply generous person who is also intensely creative. She will disappear into the writing process for days or weeks at a time. During those seasons, the world around her needs to keep running smoothly, long-term goals need to keep moving forward, and daily life needs to remain calm and predictable for her children, professional colleagues, and personal network. That is where you come in. You are the steady, grounded, available presence that makes her creative freedom possible. Principal needs protected alone time to recharge and write effectively. Part of your role is honoring that — managing access to her time thoughtfully, shielding her from unnecessary interruptions, and creating the kind of organized, peaceful environment in which she does her best work. We are looking for someone who creates calm rather than chaos, solves problems before they escalate, and brings a low-stress, de-escalating presence to a high-volume environment. Planning is your superpower. Steadiness is your default. Positive is your baseline. Job is six hours a day five days a week. Evenings and weekends are rarely needed, and the position is designed to be sustainable long-term. When you are on the clock, however, the expectation is focused, dedicated work —we need focus and availability when scheduled, so absolutely no childcare, schoolwork, or second jobs during work hours.
WHAT YOU'LL DO
Communications — High Volume, High Stakes The principal receives hundreds of emails daily. All written communication — emails, letters, proposals — should follow the BIFF standard: BIFF:
Brief, Informational, Friendly, Factual. Clear, warm, and professional — every time. Manage a high-volume inbox with speed, sound judgment, and a calm hand — hundreds of emails per day is the norm, personal and professional Draft and send correspondence on behalf of the principal in her voice, always BIFF-style Correspond professionally and promptly with contacts across environmental organizations, publishing and the public sector Screen and prioritize all communications; serve as a thoughtful gatekeeper who protects the principal's focus and recharge time Prepare daily summary, briefing notes, meeting summaries, and follow-up action items Proofread everything — spelling, grammar, and tone must be impeccable without exception Scheduling & Calendar Management Fully responsible for maintaining a comprehensive master calendar across professional and personal life using Outlook or google calendar Schedule podcast recordings, media interviews, speaking engagements, academic collaborations, and community events Resolve conflicts proactively and avoid double-bookings and missed deadlines through careful, consistent calendar management Protect and preserve dedicated blocks of creative and recharge time for the principal — this is a priority, not an afterthought Prepare the principal with advance materials, reminders, and briefings before every commitment Bookkeeping & Bill Pay — Mission Critical Prior bookkeeping experience is required. This is not an area where on-the-job learning is acceptable. Manage all bookkeeping in QuickBooks with meticulous accuracy; every transaction correctly categorized; every month reconciled Pay all bills on time, organized clearly by category — utilities, subscriptions, vendors, professional services, household, and more Oversee multiple business credit cards — reconcile monthly, verify categories, flag discrepancies immediately Track all business expenses and reimbursements in real time; records must be always clean and audit-ready Prepare regular expense summaries and financial reports in Microsoft Excel or Intuit Manage the existing payroll system for W-2 household employees, including accurate tracking and submission of weekly hours Coordinate with the accountant for tax preparation, quarterly reviews, and year-end close Liaise with attorneys and financial advisors on contracts, invoices, and business matters as needed Flag irregularities, miscategorized expenses, or missing documentation before they become problems Travel, Events & Family Logistics Maintain school calendar and events for children into main calendar flagging any equipment or clothing needs Create system for tracking medical appointments (doctor, dentist) and schedule as needed, including FSA and HSA submissions Plan and book all professional travel — flights, hotels, ground transport, speaker logistics — start to finish Plan family activities, vacations and personal trips with the same level of care and detail as professional travel Prepare comprehensive travel packets with all confirmations, itineraries, contacts, and contingency information Oversee and coordinate childcare providers — scheduling, communication, and alignment with the family calendar Coordinate with event organizers, conference hosts, and venue contacts on all logistics Aggressively use and manage credit card, hotel, and airline points, mile, and status to reduce costs Keep track of holidays and birthdays and help with purchasing and sending gifts Goal-Setting & Project Management Maintain a live goals framework that tracks progress against the principal's quarterly and annual priorities Use the principal's Best Self Planner and annual and quarterly goal system to manage all work and tasks — consistency with her existing system matters Build timelines and milestones for book launches, speaking seasons, campaigns, and personal projects Participate in planning sessions; translate big-picture vision into clear, manageable weekly and monthly action Keep long-term goals moving forward even during seasons when the principal is deep in the creative process Staff, Vendors & Professional Network Assist with hiring, onboarding, and coordinating a part-time personal assistant and contractors as needed Serve as the operational hub for the extended team — agents, publicists, stylists, attorneys, accountants, and organizers Maintain warm, professional relationships across this network while staying grounded and clear-eyed; the work always comes first Work alongside professional organizers and housekeepers when larger organizational projects require outside support No job is too big or too small — this role requires someone who shows up fully at every level Physical & Digital Organization Onsite twice weekly in the Biltmore area to check in, complete office tasks, and ensure spaces are in excellent order Establish and maintain labeling systems for files, supplies, storage, and household items across home and office — consistent, clear, and easy to sustain Build and manage digital filing systems for documents, contracts, receipts, photos, and records — everything findable in seconds Keep workspaces beautiful and serene — weekly system to maintain well-stocked office fridge and coffee station, fresh flowers from Trader Joe's, clean surfaces, and curated order that supports creativity and calm Maintain organized, aesthetically intentional physical spaces; cleanliness and beauty are part of the job Source organizational supplies and tools that are functional and visually cohesive with the spaces they serve Audit and refresh systems regularly to prevent clutter from accumulating at home and office Maintain system for organization at home to coordinate with nannies, housekeepers, and landscape. Hire and manage these roles as needed. Coordinate with professional organizers and housekeeper on larger projects as needed WHO YOU ARE
Required 3+ years of executive assistant, operations, or high-trust administrative experience Prior bookkeeping experience is a must — QuickBooks and Excel proficiency required along with Word, PowerPoint, and Claude Flawless written communication — grammar, spelling, and tone are impeccable; you write BIFF instinctively Genuinely calm and low-stress — you de-escalate through planning and steadiness, not reaction Self-motivated and self-managing — you do not need reminders, follow-up, or micromanagement Mature professional presence — this role requires someone seasoned, discreet, and emotionally steady An eye for organization and aesthetics — functional and beautiful are not opposites to you Deeply respectful of introversion and creative focus; you protect quiet without being asked Comfortable working in a faith-based, mission-driven environment centered on environmental stewardship Absolute discretion with confidential personal, financial, and professional information; NDA required Focused and present during work hours, even in a remote environment College degree required; Master's degree in English or related field preferred A Strong Fit If You Are… Someone who has supported a public figure, author, speaker, or mission-driven leader Experienced managing household staff, payroll, or personal and family logistics The kind of person who notices what needs to be done and does it — without being asked Grounded enough that proximity to agents, public figures, publicists, and stylists doesn't pull you off task Like stability, calm, and predictability•several of principle's employees have worked with her for over a decade Compensation Compensation is $28•30/hr DOE for 30 hours a week. Opportunity for growth over time; excellent work is recognized and rewarded. Will be paid legally as an employee with a W2. Pay:
$28.00•$30.00 per hour Education:
Bachelor's (Preferred) Work Location:
Hybrid remote in Phoenix, AZ
