Role: Executive Assistant / Practice Coordinator
Company: Five Banyan Advisory
Commitment: Full-time, Remote
Time Zone: East Coast (EST) preferred
Hours: Monday to Friday, 9:30 AM – 5:30 PM ET (with occasional evening/weekend responsiveness for urgent executive needs)
About the Practice
Five Banyan Advisory is a coaching and advisory practice for CEOs, founders, and senior executives at the moments that matter most: the new role, the hard transition, the offsite that has to land, the decision that can't be made alone. The work is intimate, fast-moving, and personal.
The founder is a former McKinsey consultant and two-time startup CEO turned executive coach who cares deeply about doing the work well, treating people kindly, and building a practice that's sustainable.
About the Role
Imagine being the person who keeps a small, fast-moving coaching practice running cleanly. The calendar protected, the clients well-prepared for, the travel sorted, the inbox calm. That's the role.
You'd be at the center of conversations that don't get written down: board prep, executive transitions, and the unfiltered moments that shape decisions. This role calls for someone who finds that kind of trust genuinely interesting. You will manage the founder's calendar and inbox, coordinate travel and scheduling, keep files and follow-ups in order, and handle the small logistics that keep a practice moving.
The Bar: What is valued most is someone who's a step ahead. Someone who sees a conflict three Mondays out, has the bio ready before being asked, and notices when something's drifting and quietly fixes it. The best EAs make the work feel easy.## What You'd Do
- Calendar & Scheduling: Manage the calendar and coordinate scheduling with clients and their EAs. Keep prep time, focus time, and personal commitments protected. Review the calendar a few weeks ahead and surface conflicts early.
- Meeting Preparation: Help the founder prepare for clients and meetings. Pull together bios, background briefs, and pre-read summaries. Synthesize long materials into the few points that matter.
- Inbox Management: Triage and manage the inbox. Draft warm, clear emails for review. Flag what's urgent and keep things moving.
- Travel Logistics: Book and manage travel (flights, hotels, ground transportation, itineraries). Coordinate closely with the founder's husband's EA on shared trips and events.
- Offsite Support: Support offsite preparation, including agendas, slides, surveys, and participant materials.
- Organization: Keep files, notes, contacts, and trackers organized and easy to find. Maintain simple workflows and task lists so nothing slips.
- Business Administration: Support light business admin. Prepare proposals, contracts, monthly invoicing inputs, and expense reports.
- Personal Logistics: Handle appointments, household logistics, healthcare reimbursements, pet insurance, light bill pay, and reservations. This is the part of the role where trust matters most.
The Right Fit
- Attention to Detail: You catch the wrong time zone before the invite goes out, surface a calendar conflict three weeks ahead, and notice the typo in the outbound email.
- Proactive Mindset: You think one step ahead, and you follow through on your own initiative.
- Problem Solver: You like making order out of complexity, enjoy organizing, and always find the simpler way to do something.
- Communication: You are a strong calendar manager and a proficient, fluent writer in English.
- Proven Trust: You've supported a founder, executive, or other senior professional, and you've earned their trust.
- Environment Preference: You'd rather be the calm, capable center of a small practice than one of many in a large corporate environment.
A Note on Discretion: This role touches the personal as well as the professional. Household logistics, healthcare reimbursements, family coordination, and light bill pay sit alongside client confidences and sponsor conversations. Trust matters and is an essential part of the role weighed most carefully.
Tools & Technical Skills
- Google Workspace: High comfort level with Gmail, Calendar, Drive, Docs, and Sheets.
- Spreadsheets: Strong with spreadsheets. The practice runs on a tracker with formulas, structured tabs, and data.
- Microsoft Outlook: Experience navigating and utilizing Outlook.
- AI Literacy: Comfort using Claude or other AI tools, and a willingness to learn new tools as needed.
- Presentation Tools: Canva and/or Google Slides experience for offsite and presentation materials is a plus.
- Executive Support Assets: Experience preparing bios, briefs, and pre-meeting materials.
- Peer Coordination: Comfort coordinating with other senior EAs as a peer.
How to Apply
If you've read this far and recognize yourself, we’d love to hear from you. The right fit matters more than the perfect resume.
Job Type: Full-time
Pay: $3,700,000.00 per month
Work Location: Remote
