Executive Assistant

All In One Accounting•Eagan, MN

just now•$65,000 - $75,000•Hybrid

About The Position

All In One Accounting is seeking an Executive Assistant to support their CEO, Heide Olson. This role is crucial for helping the CEO operate at her best by managing her calendar, inbox, and operational world, allowing her to focus on leadership and strategic tasks. This is a high-trust, high-responsibility hybrid position that requires polish, discretion, and sound judgment. The Executive Assistant will represent the CEO professionally in written communications, support her thought leadership initiatives, and ensure no details are missed. The ideal candidate is highly organized, proactive, and thrives in a fast-paced environment, taking pride in accuracy and professionalism. They understand the importance of protecting the CEO's time and recognize that their work directly impacts the quality of leadership.

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.

Nice To Haves

Familiarity with AI and productivity tools such as Microsoft Copilot, ChatGPT, or similar platforms is a plus; a genuine interest in leveraging technology to work smarter is a must.

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.