Executive Assistant

All In One Accounting•Eagan, MN

15d•Hybrid

About The Position

All In One Accounting is seeking an Executive Assistant to the CEO to provide high-trust, high-responsibility support. This hybrid role involves managing the CEO's calendar, inbox, and operational world to allow her to focus on leadership and strategic work. The ideal candidate will bring polish, discretion, and sound judgment, representing the CEO professionally in communications and ensuring operational efficiency. The position requires a highly organized, proactive professional who thrives in a fast-paced environment and takes pride in meticulous work. You will protect the CEO's time and ensure the quality of your work directly impacts her leadership effectiveness.

Requirements

3+ years of experience supporting a senior executive, CEO, or high-performing leader
Exceptional written communication skills — ability to write clearly and professionally in someone else’s voice
Strong judgment about when to act independently and when to escalate
Proficiency with Outlook, Microsoft Teams, and HubSpot (or demonstrated ability to learn quickly)
High attention to detail and consistent follow-through
Discretion and professionalism in handling sensitive and confidential information
Ability to work independently and effectively in a remote or hybrid environment
A genuine interest in leveraging technology to work smarter is a must

Nice To Haves

Familiarity with AI and productivity tools such as Microsoft Copilot, ChatGPT, or similar platforms is a plus

Responsibilities

Provide hybrid support including remote work and in-person assistance for meetings, events, and occasional errands
Manage personal and professional administrative tasks to reduce overall cognitive load on the CEO
Serve as a proactive gatekeeper, protecting the CEO’s time, focus, and priorities
Support EOS cadence preparation and follow-up (L10s, Same Page, leadership meetings)
Fully manage inbox systems including filtering, prioritization, and elimination of low-value communication
Draft and respond to emails on the CEO’s behalf during business hours with appropriate tone and judgment
Triage the inbox — act on what can be handled independently, flag what requires CEO review
Ensure timely, professional communication that reflects Heide’s voice and AIOA’s brand
Own and manage the CEO’s calendar with a focus on protecting her time and priorities
Proactively resolve scheduling conflicts and coordinate across internal and external stakeholders
Prepare Heide for meetings with relevant context, agendas, and background materials
Send follow-up materials, books, and introductions on the CEO’s behalf after networking meetings
Document meeting outcomes and ensure next steps are captured and executed
Enter and maintain contacts in HubSpot with accuracy and consistency
Facilitate LinkedIn connection requests and support ongoing relationship tracking
Monitor and engage on the CEO’s LinkedIn — liking, commenting on, and supporting posts from team members, referral partners, and vendors
Maintain a consistent, active presence aligned with AIOA’s brand voice
Coordinate with the marketing team on slide preparation and materials for CEO-led presentations
Own logistics and preparation so Heide walks into every presentation ready
Arrange travel for the CEO and other leadership team members as needed
Manage travel logistics end-to-end: flights, accommodations, ground transport, and itineraries
Actively participate in All In One Accounting's Brand Ambassador program
Complete all internal responsibilities including weekly to do's, rocks, and maintaining process documentation
Uphold AIOA's core values of Commitment, Foresight, Relationships, Tenacity, and Teamwork in every interaction
Ordering and restocking office and kitchen supplies
Scanning receipts, business cards, and mail to intended recipients
Assisting executive team with on-site meetings including coordinating schedules, booking conference rooms, and ordering meals