Senior Executive Assistant / Executive Business Partner

Utah County, UT

Primarily on-site, some hybrid flexibility after ramp-up

Summary:

We’re scaling quickly, fundraising, and upgrading systems (NetSuite, Apple Business Manager) while running a regulated, physical-product business.

We need a Senior Executive Assistant/Executive Business Partner who acts as an operations anchor and gatekeeper, not a task-taker, for the CEO/President and CMO. Your mandate is to run the “life + business logistics layer” so the Founders can stay in strategy, sales, fundraising, and high-leverage decisions

YOU WILL BE REQUIRED TO:

• Protect time and attention
• Triage and organize input
• Build light, usable systems
• Close loops relentlessly
• Handle sensitive information with high discretion
• This is a high-trust, high-judgment role in a real, on-the-ground business

KEY RESPONSIBILITIES:

Executive Assistant Core

Time & priority defense -

• Own both executives’ calendars as a prioritization tool, not a suggestion board.
• Block deep-work time, enforce buffers, and prevent “death by meetings”
• Run a simple cadence: weekly planning, quick daily check-in, Friday close-out

Inbox and communication triage -

• Triage email/text/DM into: do now, schedule, delegate, decline, archive
• Draft clear replies in their voice; reduce back-and-forth
• Maintain “no surprises” briefs: what came in, what matters, what needs a decision

Meeting prep & follow-through -

• Prepare agendas, one-page briefs, and pre-reads.
• Capture decisions and action items; track owners and due dates

Strategic project support -

• Help organize docs and requests for fundraising and diligence.
• Support key projects like ERP go-live and other system rollouts with checklists, timelines, and follow-through

OFFICE/OPERATIONS ADMIN:

Office and vendor coordination:

• Own basics so they never become founder problems: internet, cleaning, office supplies, small repairs, mail, packages, etc.
• Coordinate with vendors, neighbors, and service providers; document and close the loop

Admin & compliance support (light)

• Track recurring deadlines: permits, renewals, insurance, filings, etc.
• File regular compliance reports & run payroll
• Prepare and route documents, collect information, and coordinate with compliance/finance leads (you are the coordinator, not the compliance officer)

People Ops admin (light)

• Schedule interviews, help with onboarding checklists, device/account setup coordination (NetSuite, Apple Business Manager, email, etc.)
• Keep basic records and templates organized

PERSONAL ASSISTANT (Light) (for CEO/President and CMO)

Life logistics

Coordinate business and personal travel end-to-end (flights, cars, hotels, itineraries)

Schedule personal appointments that affect work capacity (health, family, etc.)

Manage select personal admin: renewals, returns, simple household vendor coordination, key dates/gifts if requested

Guardrail: This is a Personal Admin that protects their work energy (not full-time household management).

What Success Looks Like (30 / 60 / 90 Days)

30 days

• You understand the business rhythms, tools, and personalities
• Calendars are less chaotic; obvious conflicts and “time leaks” are reduced.
• A single, shared tracking system exists for commitments and follow-ups

60 days

• Founders feel a clear reduction in random admin and scheduling pings.
• Investor/partner and key vendor follow-ups happen without depending on memory
• Recurring deadlines (permits, renewals, etc.) are tracked and filed

90 days

• You consistently free 15–20 hours/week each for the CEO and for the President/CMO
• Meetings start with context and end with clear next steps that actually get done
• Office/admin fires are handled “below the waterline”; founders only see true exceptions

Must-Have Skills:

• 7–12 years in EA / Executive Business Partner / Office Ops roles with direct Founder/CEO or C-Suite support.
• Proven track record of turning messy, ambiguous situations into simple systems people actually use.
• Strong, calm phone and in-person presence; comfortable talking to vendors, regulators’ offices, landlords, etc.
• High discretion and ethics: trusted with sensitive business and personal info.
• Systems mindset: builds checklists, templates, and cadences vs. re-solving the same problem each week.
• Tech-comfortable: Google/Microsoft Office Suite, project tools, basic familiarity with ERPs/CRMs; willing to learn NetSuite, Apple Business Manager, and our stack.
• Excellent written and verbal communication; brief, clear, and decisive.
• Able to say “no” and push back on schedules with tact; default is proactive “I’ve got this,” not “tell me what to do.”

Nice-to-Have Experience:

• Experience in a regulated environment (alcohol, CPG, healthcare, finance, or similar).
• Experience in a physical-product/operations-heavy business (warehouse, retail, or manufacturing)
• Light project management background: tracking timelines, owners, and outcomes across teams

PrincePerelson & Associates is an Equal Opportunity Employer and we do not discriminate against applicants due to race, color, religion, sex, national origin, age, disability, genetics, veteran status, or on the basis of disability or any other federal, state or local protected class. All applicants applying for U.S. job openings must be authorized to work in the United States.