Executive Assistant

The Executive Assistant supports the CEO & Creative Director in administrative, operational, marketing, and client-facing functions. This role serves as the gatekeeper of the CEO’s time and manager of both the institutional Port Town Collective calendar and the CEO’s personal calendar. Client responsiveness, calendar stewardship, and operational coordination are core priorities.

• Serve as gatekeeper of the CEO’s time, prioritizing high-value meetings and protecting focus hours.
• Manage the institutional PTC calendar and the CEO’s personal/professional calendar with full alignment.
• Confirm and coordinate all CEO travel, ensuring every confirmation number, timing, address, and contact is reflected in the calendar.
• Schedule consultations, vendor meetings, and internal appointments on behalf of the CEO.
• Attend weekly meetings; document action items and update task tracking systems within 48 hours.
• Maintain organized physical and digital filing systems.
• Coordinate all office and studio service vendors (gardeners, housekeepers, maintenance).
• Provide hospitality support for CEO, guest meetings, staff, and vendors as needed.

• All inquiries are top priority and must be responded to as close to immediately as possible.
• Respond professionally to all website, referral, and email inquiries.
• Communicate PTC’s structured consultation process clearly and confidently.
• Manage the inquiry pipeline and drive prospects toward consultation.
• Sit in on all consultations and document detailed recap notes.
• Send consultation recap emails within 24 hours including gratitude and next steps.
• Assist in securing client approvals on proposals, documents, and related materials when requested by the CEO.

• Provide on-site support at events as needed.
• Assist with logistical confirmations between clients and vendors.
• Support document organization and communication flow between CEO, clients, and vendors.

• Execute content calendar across Instagram, Pinterest, Tik Tok, and email platforms.
• Draft blog posts and marketing copy aligned with PTC’s editorial voice.
• Create select in-house content assets and repurpose event materials for multi-channel marketing.
• Coordinate with external marketing vendors to ensure deliverables are confirmed and on schedule.
• Maintain consistent brand tone and asset organization across all public-facing platforms.

• Mileage reimbursed at federal rate.
• EA may advance up to $100 per billing cycle; reimbursed at invoice submission.
• Bi-weekly invoices with hourly breakdown required.