Executive Assistant

Babies & Bumps•Fairport, NY

6d•$50,000 - $60,000•Onsite

About The Position

The Executive Assistant is the founder’s right hand to create the organization, context, and follow-through that allow her to stay focused on where she can have the greatest impact. You’ll be deeply involved in the information flowing into and out of her day: managing a high-volume inbox, drafting correspondence, coordinating her calendar and travel, organizing leads and prospects, tracking commitments, and keeping priorities from falling through the cracks. You'll also support partnership development, managing outreach and follow-up with prospective partners, responding to inquiries, sharing materials, and coordinating calls through the point of commitment. The best support is also forward-looking. You’ll be expected to anticipate what’s coming, recognize when something doesn’t look right, surface opportunities and connections, and take initiative rather than waiting for the next assignment. Over time, success means becoming so fluent in the founder’s priorities, preferences, and way of thinking that you know what she’ll need (often before she does). You’ll also have the opportunity to attend one or two events a year – to meet our travel team, see how your work supports the experience on the ground, and connect more deeply with what we do and why it matters. And as Babies & Bumps continues to scale across new cities and seasons, there’s real opportunity to grow with it.

Requirements

1-3+ years of experience directly supporting an executive, founder, or senior leader is required.
Comfort in the Apple/Mac ecosystem, proficiency in delegated Google inbox management and Microsoft Office Suite, as well as project management, calendar, and CRM applications, and general tech-savviness with an openness to learning new platforms.
Exceptionally strong written and verbal communication skills. Ability to navigate nuance, communicate clearly and professionally with partners, vendors, and internal team members, and to confidently and accurately communicate on the founder's behalf with brands, medical professionals, and senior leadership.
Impeccable attention to detail and the ability to manage information, priorities, deadlines, and open loops with a very high degree of accuracy and consistency.
Proven ability to anticipate needs, exercise discretion, recognize what needs attention, and know when to act independently versus when to seek input / direction.
Ability to attend 1-2 events per year to interact in-person with our travel team, experience our events, and see our work come to life.
Highly organized with exceptional attention to detail – you notice what others miss and keep things consistently accurate and on track
Proactive and anticipatory – you're constantly thinking about what's next, what could become a problem, and what might be an opportunity
Self-directed – you don't wait for work to be assigned; you see what needs attention and move forward
Resourceful – you think creatively, take initiative on finding answers, and know when to dig in or seek support
Perceptive – you absorb context, notice patterns, and connect the dots others may miss
Nuanced – you understand that different people, relationships, and situations require different approaches
Service-minded – you genuinely enjoy making things easier and more effective for the person you support
Systems-focused – you appreciate good structure, follow it consistently, and understand that how things get done matters as much as checking them off the list
Discreet and trustworthy – you handle sensitive and confidential information with professionalism
Adaptable – you adjust quickly, stay curious, and build the context that allows you to become increasingly effective over time
Comfortable in a dynamic, founder-led environment – you thrive on a small, high-performing team where there are lots of moving pieces and everyone wears a few hats
Genuine enthusiasm for what Babies & Bumps does, the parents we serve, the communities we support, and the partners who make it all possible.

Nice To Haves

A bachelor's degree is preferred, though significant relevant experience may substitute.

Responsibilities

Take day-to-day ownership of the founder's inbox by prioritizing messages, drafting responses in her voice, tracking outstanding items, and ensuring important and time-sensitive communication receives attention.
Track meeting notes, commitments, introductions, action items, and deadlines through completion.
Identify and appropriately escalate urgent, sensitive, or high-priority matters.
Anticipate upcoming needs, catch potential issues early, and surface opportunities, ideas, and connections.
Serve as a polished and responsive point of contact for (mostly) business and (occasional) personal correspondence.
Manage founder's calendar, factoring in travel, workload, priorities, preparation time, and changing needs; this includes scheduling, confirmations, managing conflicts, and coordinating across time zones.
Protect founder's time by prioritizing requests, identifying urgent matters, and determining which meetings and calls require her involvement.
Handle last-minute changes and sensitive situations professionally and discreetly.
Process partnership inquiries, categorize in our CRM, and evaluate based on our proprietary criteria.
Respond to new leads on founder's behalf, using strong judgment and persuasive written communication to build interest, establish rapport, and convert qualified opportunities into a conversation.
Follow up with leads after conversations to share media kits and support through partnership finalization.
Work closely with founder and Marketing & Events Coordinator to maintain and create accurate records in our CRM, run reports, and update associations.
Maintain enough context across the founder's work to answer team questions on her behalf, and communicate decisions, updates, and changes accurately when needed.
Identify ways to improve how executive support and related administrative processes are handled, bringing experience and ideas to make the role, and the founder, more effective.
Support business and personal travel, including reservations, changes, and related logistics.
Pitch in on welcome bag and gift bag assembly during event season.
Co-manage the hello@ inbox, rerouting inquiries to our team and responding to attendee questions.

Benefits

15 days vacation
5 sick days
7 paid holidays
Flexibility for appointments and life outside of work
Company-wide closure the last week of the year, so everyone gets to fully unplug and recharge
Work closely and collaboratively with our founder and a small, experienced team
Opportunity for professional development and advancement as we scale
Meaningful impact on thousands of parents and babies across the country
Health Insurance: $300 monthly reimbursement available for individual health insurance premiums
Retirement: 401(k) account