Executive Impact Partner / Executive Assistant – ACTIVE

Job Application Code: 003801JM (add this to the application form)

Shift: Full-Time (40 hours per week), Monday to Friday, EST. Flexible working arrangements are possible where they support strong results and provide reasonable overlap with Joel’s working hours.

Role Overview:

Joel is looking for a highly reliable, proactive and curious Executive Impact Partner / Executive Assistant to work closely with him and become a genuine extension of his capacity. This is a newly created role, so it will evolve over time. The first few months focus on understanding the business, cleaning up existing information and systems, learning how Joel works, and building practical processes together.

This is not a traditional task-based EA role. Joel wants someone who can think, learn, organise, ask questions, provide input, and gradually take more ownership as their understanding of the business grows.

Primary Mission

Take ownership of recurring workflows, follow-ups, relationship management, process development and selected executive support, so Joel can focus more deeply on the business and his clients.

Key Responsibilities

Executive Support & Business Organisation

• Work closely with Joel to understand priorities, workflows and business objectives.
• Manage and organise information across email, Google Drive, HubSpot, LinkedIn and other business systems.
• Review and organise historical emails, documents, presentations and contacts, removing duplicate or outdated information and establishing a clearer structure.
• Support Joel with day-to-day follow-ups and administrative tasks, and make sure important information is captured and easy to find.

Relationship & Follow-Up Management

• Manage and follow up with clients first, then prospects and the internal team.
• Monitor outstanding follow-ups so commitments never get missed.
• Send relevant information, articles, event invitations and personalised communications to maintain a high-touch client experience.
• Keep HubSpot and other systems updated with relationship information.

LinkedIn Outreach

• Run regular LinkedIn outreach, around 20 personalised outreach activities per day to relevant second-degree connections.
• Use AI tools to research connections and draft personalised messages, then review and refine them so communication stays authentic and human.
• Maintain records and follow-up activity.

AI & Workflow Development

• Learn to use AI tools such as Claude for research, communication and workflow development (training provided, AI experience is not required).
• Learn and apply deep research techniques.
• Build practical AI-supported workflows and “skills” within Claude that are specific to the business.
• Spot opportunities where AI can improve efficiency while keeping a human-centred approach.

Process Development

• Document existing workflows and turn recurring activities into structured, repeatable processes.
• Build and maintain process documentation over time.
• Identify gaps and improvements, and gradually take ownership of processes once established.

Business Research & Administration

• Conduct research as required and assist with proposals and business documentation as processes are handed over.
• Support projects across different areas of the business and assist with ad hoc executive and operational projects.
• Learn new systems and tools as required.

First 90 Days

• Cleanup & Understanding: review and organise historical business information across email, documents, LinkedIn and contacts, and learn how the business currently operates.
• Training & Learning: work closely with Joel to understand the business, his working style, clients, processes and priorities, and build AI and research skills through hands-on work and shadowing.
• Process Building: start documenting repeatable processes, take ownership of selected workflows, and begin taking day-to-day follow-up workload off Joel.

Required Skills

• Highly reliable and dependable, and proactive rather than waiting to be told what to do.
• Organised and process-driven.
• Strong written and verbal English communication skills.
• Comfortable learning new systems and technology (Google Workspace, HubSpot, LinkedIn).
• Socially intelligent and comfortable working with people.
• Able to work independently while knowing when to ask for support.
• Comfortable giving honest feedback and respectfully challenging ideas.

Nice to have

• Experience with HubSpot or another CRM.
• Experience with LinkedIn outreach or relationship management.
• Some exposure to AI tools such as Claude or ChatGPT.

Who This Role Suits

• Someone reliable and trustworthy who genuinely cares about people and relationships.
• Curious, enjoys learning new things, and thinks beyond simply completing assigned tasks.
• Comfortable with change and ambiguity, and wants to grow professionally.
• Wants to build a genuine working partnership with an executive, with a positive attitude and a sense of fun while taking responsibilities seriously.
• You don’t need to be an AI expert or have an academic background. What matters most is your ability to learn, think, communicate, solve problems and grow with the role.

What Success Looks Like

• You understand the business and how Joel works.
• Information is organised and accessible.
• Important follow-ups always happen.
• Useful processes are built and continually improved.
• Joel’s operational load is noticeably reduced, and you increasingly anticipate his needs.