Executive Assistant for Team Responsibilities Tracking

Please Note: This role is a 100% remote employment opportunity with flexible hours. I’m a busy CEO of a growing organization, and I need a proactive Executive Assistant to help me bring order to chaos. You’ll help me maintain a clear “big picture” view of team responsibilities, make it easy to see what each person is responsible for, identify gaps, and draft job descriptions as we hire new roles. THE CHALLENGE Too many responsibilities are landing on my desk because they’re not yet assigned to others. To prioritize effectively and guide recruiting, I need a system that shows who owns what, what’s unassigned, and where gaps exist. THE ROLE You will track, organize, and maintain clear descriptions of responsibilities across the organization. This requires strong project management skills, comfort with multiple digital tools, and the ability to translate updates from meetings into a structured responsibilities matrix. KEY RESPONSIBILITIES Track Responsibilities – Build and maintain a detailed record of responsibilities for each team member, including unassigned tasks. Multi-Tool Management – Maintain responsibilities in 3 tools (e.g., Google Sheets, Notion, Airtable, Trello, Asana). Please suggest your top 3 in your application. Regular Updates – Meet with me 3–4 times per week to capture updates and refine the responsibilities matrix. (Initially daily until the system stabilizes.) Responsibility Gaps – Highlight missing or unassigned responsibilities and areas that need delegation. Job Description Writing – Draft clear job descriptions when new roles are identified. IDEAL CANDIDATE Highly organized, detail-oriented, and proactive. Experience as an Executive Assistant, Project Coordinator, or similar role. Skilled with productivity tools (Notion, Google Workspace, Airtable, Asana, Trello, etc.). Strong writing skills for documentation and job descriptions. Comfortable creating and maintaining a structured responsibilities matrix for multiple team members. APPLICATION REQUIREMENTS Provide a short introduction about your relevant experience. Recommend 3 tools you would use to maintain the responsibilities system and explain briefly why each is well suited for showing responsibilities and gaps. Share an example of a project where you organized responsibilities or created a structured tracking system. Job Type: Part-time Pay: $15.00 - $25.00 per hour Expected hours: No more than 20 per week Work Location: Remote Apply tot his job