You are viewing a preview of this job. Log in or register to view more details about this job.

Executive Assistant for design studio's founder (part-time 1099)

Studio Haven
Email

Company Description

Studio Haven is an M/WBE-certified design and innovation studio dedicated to accelerating social impact through accessible digital products and strategic UI/UX design.

 

Role Description

The Executive Assistant role is a part-time, contract (1099) hybrid position based in New York, NY. The EA will manage the founder's operations: inbox, calendar, admin, tracking, opportunity research, and weekly reporting. Be her right hand and help keeping her priorities clear.

Perfect for: Detail-oriented self-starters who thrive on organization and want real responsibility. Strong performers may increase hours.

 

COMMUNICATIONS (50%)

  • Manage founder's emails and calendars
  • Schedule calls
  • Monitor newsletters and flag opportunities (conferences, RFPs, speaking gigs, networking)
  • Maintain an opportunities tracker with deadlines and recommendations
  • Schedule social media content
  • Update website via CMS
  • Send client thank-you notes/gifts

 

ADMIN (40%)

  • Send invoices via QuickBooks; track payments
  • Organize receipts for bookkeeper
  • Maintain organized Google Drive (folder structures, naming, version control)
  • Monitor software subscriptions
  • Send contracts via DocuSign
  • Run contractor payroll in Gusto
  • Maintain NYC PASSPort and NYS VendRep profiles
  • Manage supplier portal applications (M/WBE certifications, vendor registrations)
  • Prepare documentation packages (financials, certifications, case studies)
  • Track application deadlines and funding pipeline

 

REPORTING (10%)

  • Prepare weekly dashboard: Social media report, Goals vs achieved, Pipeline status, Outstanding invoices, Grant/loan applications, Key metrics (outreach, response rates, conversion)

 

Ideal Candidates

  • Detail-obsessed with a love for organized systems
  • A strong writer—clear, professional, minimal editing needed
  • Proactive—you see what needs doing and handle it
  • Independent and comfortable working with minimal supervision
  • Tech-savvy and quick to learn new platforms
  • Skilled at prioritization and judgment calls
  • Data-comfortable—you track metrics and present insights clearly

 

Required

  • Admin/EA/operations experience (professional, volunteer, or academic)
  • Excellent written English
  • Proficiency: Google Workspace, Slack, spreadsheets (formulas, charts)
  • Willing to learn: QuickBooks, Notion, Monday, website CMS
  • Strong attention to detail with numbers
  • Professional communication with clients/partners
  • Discretion with sensitive information
  • Based in New York (occasional in-person meetings ~monthly)
  • Available 15-20 hrs/week with flexible schedule
  • Comfortable working remotely
  • Primary communication via Slack
  • Reliable internet and computer setup

 

Details

  • Pay: $20-25/hour (~$1,200-2,000/month)
  • Hours: 10-15/week
  • Location: Remote with occasional NYC meetings
  • Start: Immediate

 

Success Timeline

 

30 days: Managing invoicing, inbox, portals, proactively flagging opportunities, drafting outreach, organizing priorities; weekly dashboard to keep founder informed

60 days: Handling full processes with minimal oversight; spotting trends and suggesting improvements

 

To Apply:

https://tally.so/r/VLzMEa