About Our Clients

When growth outpaces structure,

alignment becomes the advantage.

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

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