Executive Assistant & Scheduling Coordinator (Remote)

Part-Time (10 hours/week to start)
Independent Contractor

About Awarded

Awarded LLC is a boutique consulting and digital-products company serving the property management and real estate industry. The Founder & CEO is an industry speaker, consultant, and operator with multiple ongoing projects, events, and publishing opportunities.

Awarded is seeking a highly organized, detail-driven Executive Assistant & Scheduling Coordinator to support the CEO/Founder across scheduling, logistics, travel, organization, and visibility-related coordination. This role begins part-time and expands as value is demonstrated.

Key Responsibilities

1. Executive Support & Personal Logistics (Primary Focus)

• Manage and optimize the CEO/Founder’s calendar, ensuring accuracy, clarity, and no conflicts.

• Maintain the CEO’s Motion task system, keeping priorities current and preventing backlog.

• Deliver a 9:30am daily check-in highlighting:

  • The day’s top priorities

  • Potential issues or upcoming conflicts

• Provide a brief end-of-day summary:

  • Completed tasks

  • Outstanding items

  • Decisions needed from the CEO

• Coordinate travel arrangements (flights, hotels, transportation), presenting:

  • Options

  • A recommended choice

  • The ability for the CEO to override

• Manage important reminders (birthdays, deadlines, renewals, key dates).

• Handle basic ordering and purchasing (Amazon, supplies) under $100 without approval.

• Assist with personal appointments (doctor, dentist, car service) as trust and scope increase.

• Ensure the CEO/Founder remains prepared, organized, and ahead of schedule.

2. Awarded Operations Support

• Maintain a clean, logical SharePoint folder hierarchy for clients, engagements, and internal projects.

• Organize files, SOPs, assets, and project materials using consistent structure and naming conventions.

• Complete light research projects (conferences, podcasts, workflow tools, vendors, etc.).

• Provide quality control by catching typos, inconsistencies, and schedule conflicts.

• Track follow-ups, deadlines, and commitments to prevent things from slipping through the cracks.

• Present decisions with options + a recommended choice, while allowing flexibility.

3. Speaking, Podcast & Publication Scheduling (Secondary but Important)

This is a logistics role, not a PR role.

Responsibilities include:

• Researching and identifying relevant speaking, podcast, and publication opportunities.

• Preparing and submitting applications, bios, headshots, and required materials.

• Coordinating dates, times, tech requirements, and run-of-show details with hosts and organizers.

• Tracking opportunities through a simple pipeline:

  • Identified

  • Pitched

  • In conversation

  • Booked

  • Completed

• Ensuring post-event follow-ups occur after conferences, events, or speaking engagements.

• Aligning travel with speaking commitments and preventing schedule conflicts.

What Success Looks Like (First 60–90 Days)

The CEO/Founder considers this role successful when:

• Travel is booked early, accurately, and without last-minute stress or cost overruns.

• Follow-ups after conferences and events are completed promptly and consistently.

• Motion reflects current, accurate tasks, not backlog or clutter.

• A steady pipeline of speaking and podcast opportunities is active.

• SharePoint folders are organized with clear structure and easy navigation.

• The CEO/Founder experiences noticeably less administrative pressure and greater day-to-day clarity.

Ideal Candidate Profile

The ideal candidate:

• Thrives on organization, structure, and detail.

• Communicates in a direct, warm, professional manner.

• Learns tools and systems quickly.

• Stays calm and steady under shifting priorities.

• Is comfortable asking:

  “You said this was a priority. Do you still want to complete it today?”

• Is resourceful and solves problems with limited direction.

• Operates with strict confidentiality and discretion (NDA required).

• Wants to build a long-term partnership with one executive.

Nice-to-have (not required):

• Shopify or light web experience

• Experience supporting founders, consultants, or speakers

• Familiarity with task/calendar tools (Motion, Outlook, Google Calendar, etc.)

Requirements

• Fluent written and spoken English (professional-level or higher).

• Experience in at least one:

  • Executive Assistant

  • Personal Assistant

  • Operations or project coordination

  • Supporting a founder or small business leader

• Remote work capability with partial overlap with Pacific Time.
  

• Comfortable handling:

  • A company card (with limits)

  • Ordering and purchasing accounts

• Comfortable starting part-time (10 hours/week) with a clear path to expanded hours.

Compensation & Structure

• Independent contractor

• Approximately 10 hours/week to start, with opportunities for growth

• Hourly compensation, based on experience

• Clear path to increased hours and responsibility as value is demonstrated

Apply