Executive Assistant

Executive Assistant at Improvifi, LLC Executive Assistant at Improvifi, LLC in Gulf Shores, Alabama Posted in 11 days ago.

Type:

full-time

Job Description:

Description Department:

Executive Assistant |

Reports To:

CEO - Chris Scoville Overview Improvifi is seeking a highly organized, proactive Executive Assistant to serve as the right hand to the CEO in a fast-paced, high-growth environment. This is a high-trust, high-impact role responsible for managing the CEO's time, communications, inbound opportunities, and day-to-day execution-ensuring priorities move forward efficiently and nothing falls through the cracks. This is not a passive administrative role. The ideal candidate anticipates needs, takes ownership, and operates with urgency, professionalism, and discretion. Role Objective To maximize the CEO's time, focus, and effectiveness by managing scheduling, communications, inbound leads, and operational workflows-while maintaining a strong brand presence and ensuring timely responses across all channels. Key Responsibilities Calendar & Time Management Proactively manage and maintain the CEO's calendar using Google Calendar and Zoom Schedule, organize, and confirm internal and external meetings (clients, partners, leadership) Clearly label and structure meetings (e.g., Consultation, Training, Deal Desk) Confirm all meetings 24 hours in advance via email, call, and/or text Coordinate weekly time blocking for both business and personal priorities Anticipate scheduling conflicts and resolve proactively Inbox & Communication Management Monitor and manage the CEO's inbox, prioritizing urgent and high-impact items Respond on behalf of the CEO when appropriate in a clear, professional tone Delegate emails to internal team members (CSM, COO, CFO, Sales, etc.) Escalate time-sensitive or critical matters directly to the CEO Maintain organized inbox systems, categories, and follow-up tracking Inbound Lead & CRM Coordination Monitor inbound leads and contact form submissions Ensure all leads are entered into CRM with complete and accurate information Assign leads to appropriate sales representatives Coordinate scheduling of demos, consultations, and follow-ups Ensure no inbound opportunity is missed or delayed Social Media & DM Management Manage CEO and company presence across , Instagram, and Schedule 3-10 posts per week using approved content and messaging Monitor comments, DMs, and tags for engagement opportunities Respond to inbound inquiries using approved scripts and templates Route conversations to appropriate internal team members Escalate red-flag or high-conflict interactions as needed Operational & Administrative Support Support day-to-day execution of CEO priorities and initiatives Assist with internal coordination across departments Track action items and ensure follow-through on key tasks Maintain accurate documentation and records across systems Identify inefficiencies and recommend process improvements What Success Looks Like CEO calendar is fully optimized, organized, and conflict-free Inbox is managed efficiently with timely responses and clear prioritization All inbound leads are captured, assigned, and followed up on quickly Social media and communication channels are active, responsive, and aligned with brand Tasks and priorities are executed without constant direction or follow-up Qualifications 2+ years in an Executive Assistant, Operations, or Administrative role (preferred) Strong organizational and time management skills Exceptional written and verbal communication Experience with tools such as Google Workspaces, Zoom, CRM systems, and social platforms Ability to manage multiple priorities in a fast-paced environment High level of professionalism, discretion, and reliability Self-starter with a proactive, solution-oriented mindset Work Environment Fully remote role Fast-paced, entrepreneurial company culture High level of ownership and accountability Opportunity for growth as the company scales Compensation & Benefits Competitive base salary Performance-based incentives Career growth opportunities within a scaling organization

Salary/Compensation:

$50,000 - $80,000 per year recblid 608cd55z8xml50g3upxs8gxng23epv