Job Description
We’re looking for a sharp, proactive, and highly organized Virtual / Executive Assistant to join our small but mighty team. This is a pivotal support role where no two days look exactly the same, but your impact will always be felt.
You’ll work closely with the CEO and our partner team to keep the business running smoothly, providing everything from behind-the-scenes administrative support to client-facing coordination.
This role is perfect for someone who thrives in fast-paced, creative environments, has strong attention to detail, and can anticipate needs before they arise. If you're someone who loves organizing chaos, thrives on checking things off a list, and brings a calm, get-it-done energy to the table, we want to meet you.
What do we do at Katlyn Slocum Design?
Katlyn Slocum Design crafts custom Squarespace websites for builders, designers, and trades-based businesses who are ready to elevate their digital presence and attract high-end clients. With deep roots in the construction industry, the studio combines strategy, storytelling, and streamlined design to create websites that work as hard as the businesses they represent. Every site is built to reflect craftsmanship, professionalism, and trust, turning browsers into qualified leads and setting their clients apart in a competitive market.
Executive Assistant Responsibilities
Administrative Support
- Manage the CEO’s calendar, including scheduling meetings, calls, and appointments.
- Help with email management, including drafting and responding to messages, organizing inboxes, and flagging important communications.
Project Management
- Track ongoing projects and ensure deadlines are met.
- Assist with the planning and execution of partner team and client initiatives.
- Maintain task lists and workflows to keep the CEO and the partner team on track.
Organization
- Develop and maintain digital programs to keep things clean and tidy.
- Manage client and team documentation to ensure easy access and organization.
- Be the hub of information for the team to help manage delegation.
Client Communication
- Act as a liaison between the CEO and clients, ensuring timely and professional communication.
- Assist in client onboarding and offboarding.
- Assist with preparing client-facing documents, proposals, and presentations.
- Follow up on client deliverables and feedback to maintain smooth project progress.
General Support
- Identify opportunities to improve efficiency and streamline processes.
- Provide additional support as needed to ensure the CEO is operating at their best.
- Help maintain a positive and productive working environment.
- Ability to think a step or two ahead on what the CEO may need for the upcoming week.
Requirements and Expectations
- Be based in the United States, and willing to work as an independent contractor.
- Be available to work 10-15 hours per week, during business hours.
- Would need to be available during business hours, 8 AM - 4 PM CST.
- Individual must:
- Have proven experience as an Executive Assistant, Administrative Assistant, or in a similar role.
- Be able to work efficiently and effectively, even when under stress.
- Be self-motivated, we aren't micro-managers
- Strong organizational and time-management abilities.
- Excellent written and verbal communication skills.
- Experience working in a creative or entrepreneurial environment is a plus.
- Proficiency with tools like Google Workspace, ClickUp, Honeybook or tech savvy enough to pick up tools quickly with a willingness to excel in them.
- Be a proactive thinker who sees the big picture and is skilled at breaking goals into actions and executing.
- Have a self-starting attitude and be willing to learn or seek out how to do tasks or use platforms that you aren't familiar with.
- Love to learn and grow.
- Have a desire to be a part of a team, with a team attitude.
This is a remote position about 10-15 hours per week starting at $20 per hour.
