Executive Assistant to the Founder

Executive Assistant to the FounderKM Partners • National Retained Executive Search & Advisory ServicesAbout KM PartnersKM Partners is an entrepreneurial, national retained executive search, professional recruitment, and advisory services firm with dedicated practice areas in Housing, Commercial Real Estate, Impact Investments, Infrastructure and Renewable Energy. We partner with clients to recruit and place industry-specific professionals across occupations, including C-level executives, middle management, and experienced associates throughout the United States.Position OverviewKM Partners is seeking a highly organized, tech-forward Executive Assistant to serve as the operational backbone of the Founder's professional and personal workflow. This is a high-impact role for a proactive leader who thrives on structure, anticipates needs before they arise, and leverages technology and AI to drive efficiency at every level.The ideal candidate brings:Proven executive support experience in a fast-paced, entrepreneurial environmentA systems thinker's mindset — building repeatable processes, checklists, and operating manualsComfort and fluency with AI tools, CRM platforms, and productivity technologyA driver personality with a collaborative, service-oriented communication styleThe judgment and confidence to act independently and the humility to ask when unsureWhy This Role ExistsAs KM Partners scales, the Founder requires a trusted operational partner to protect their time, drive execution on strategic priorities, and ensure nothing falls through the cracks. This role exists to bring focus, structure, and accountability to a high-energy, high-volume environment — freeing the Founder to operate at their highest and best use.Core ResponsibilitiesCalendar & Time ManagementOwn the Founder's calendar end-to-end — scheduling, time-blocking, and protecting focused work periodsProactively consolidate calls and meetings to minimize context-switchingSet Do Not Disturb blocks and enforce availability boundaries with diplomacy and tactConduct daily morning briefings to review schedule, priorities, and goalsManage end-of-day check-ins to track completion and roll forward incomplete itemsStrategic Execution & Priority ManagementCollaborate with the Founder to define and track daily, weekly, and long-term goalsMaintain clear action item logs from every meeting, call, and discussion — with assigned owners and deadlinesDrive EOS implementation and support systematic goal-setting and accountability rhythmsProactively identify and resolve superfluous issues before they reach the Founder's purviewBuild and maintain checklists, project trackers, and pipeline reports across all business functionsTechnology & AI ImplementationIdentify, evaluate, and implement AI tools and automation to streamline repetitive workflowsUtilize AI platforms (e.g., ChatGPT, Claude, Notion AI, etc.) to draft communications, summarize content, and accelerate task executionManage and optimize CRM (Bullhorn) — ensuring timely data entry, documentation, and pipeline accuracySynchronize technology across Founder's devices (iPhone, Apple Watch, Alexa) with reminders, alerts, and integrationsBuild and maintain email rules, folder structures, and automation to achieve inbox zero disciplineCreate templates for recurring communications, client outreach, and internal documentationSupport adoption of new platforms and tools across the team as the company scalesCommunications & Email ManagementMonitor and manage the Founder's inbox — triage, respond, delegate, and escalate with sound judgmentEnsure all emails and voicemails are responded to within 24 hours or tracked for follow-upDraft, proofread, and send executive communications on behalf of the FounderOwn scheduling communications with clients, candidates, and vendors end-to-endManage LinkedIn — monitor messages, draft responses, support content strategy, and grow network in target sectors (Affordable Housing, Senior Housing, Impact Investment)Operations & Business SupportOversee documentation and CRM accuracy for job orders, interviews, contracts, and client recordsTrack closings, projected fees, and BD pipeline — maintaining real-time visibility for the FounderSupport contract preparation, invoice tracking, and multi-party coordinationManage vendor relationships, subscriptions, and operational renewalsMaintain master lists for client companies, BD targets, and candidate pipelines with current statusCoordinate call planning and outreach cadences for Business Development and key candidate relationshipsProcess Development & Operating ManualsBuild and continuously update position and company operating manuals — starting with this job description as the foundationDefine and document daily, weekly, monthly, quarterly, and annual task rhythms and responsibilitiesCreate clear separation of duties across roles and implement internal controls for critical itemsEnsure business continuity processes are in place for Founder and team when EA is unavailableQualificationsRequired3+ years supporting a business owner or C-level executiveExceptional organizational and time management skillsStrong written and verbal communicationProficiency with technology including CRM platforms and productivity toolsDemonstrated ability to manage competing priorities independentlyHigh integrity and professional discretion with sensitive informationWhat Success Looks LikeIn your first 90 days, you will have:Mapped and documented the Founder's current workflow and identified the top 3 process gapsImplemented a daily/weekly rhythm and calendar structure the Founder can rely onIdentified and deployed at least two AI or automation tools that meaningfully reduce manual workAchieved consistent 24-hour response discipline across email and voicemailBuilt the first version of the EA operating manual with clear task ownership and checklistsCompensation & CultureThis role with KM Partners is a high-trust, high-autonomy and collaborative role within a growing entrepreneurial firm. You will have direct access to the Founder, meaningful impact on company operations, and the opportunity to grow alongside the business.To apply or refer a qualified candidate, contact KM Partners directly.www.kmpartnersearch.com