Executive Administrative Assistant (Remote | Part-Time)

Executive Administrative Assistant (Remote | Part-Time)
Hours: Approximately 40 hours per month (10 hours/week)
Compensation: $350/month to start, with opportunities for growth based on performance and tenure
Location: Fully remote. Must be available to support occasional live online events scheduled in US Mountain Time.
Start With Why
We are not simply looking for someone to complete tasks.
We are looking for someone who believes what we believe.
At Rewired360 and Willow Creek Counseling, we believe healing changes lives. We believe clinicians deserve excellent education, meaningful support, and systems that allow them to serve others well. We believe people matter more than processes — but great processes allow people to thrive.
If you enjoy creating order from chaos, solving problems before someone asks, continuously improving systems, and serving professionals and maintaining stable employment, please apply. You will be the main assistant to Kathy Couch, and executing operations, staffing and marketing courses and maintaining projects. You will meet weekly and will need to be available for administration of some Zoo ---------- etings in MST.
If you're looking for "just another VA job," this probably isn't the right fit.
What You'll Do
You'll become a trusted member of our team by helping us stay organized, move projects forward, and create meaningful experiences for our members and clients.
Responsibilities include:
• Managing calendars and scheduling appointments across the team
• Scheduling Zoo ---------- etings and producing live online events — setting up registration, launching polls, admitting attendees, and troubleshooting technology in real time
• Managing customer support: monitoring the inbox, responding to member and client questions professionally, and following through until issues are resolved
• Organizing projects and tasks in Asana
• Maintaining Google Drive organization
• Updating documents and SOPs
• Working directly with the CEO to problem solve and implement operations
• Assisting with online courses and membership administration
• Maintaining our Kajabi Community: posting announcements, welcoming new members, and keeping discussions active and organized
• Using AI tools (such as ChatGPT or Claude) to improve efficiency
• Identifying opportunities to improve systems and workflows
• Completing administrative projects as assigned
Who You Are
You are someone who:
• This is a role for an experienced professional, not someone new to virtual assistance.
• 3+ years of experience as a virtual assistant or executive assistant and has worked with other teams.
• Is dependable and keeps commitments, deadlines are important
• Demonstrates initiative and takes ownership
• Communicates early when problems arise
• Creates systems and workflows to manage the organization
• Loves creating organized systems
• Pays close attention to details
• Learns new technology quickly
• Stays calm under pressure — especially during live events
• Values honesty, humility, and continuous improvement
Qualifications
• Excellent written English
• Strong organizational skills
• Google Workspace experience
• Experience hosting or supporting Zoo ---------- etings (polls, breakout rooms, and webinar features a plus)
• Reliable internet with a backup plan (essential for supporting live events)
• Availability for occasional live events scheduled in US Mountain Time
• Experience with AI tools such as ChatGPT or Claude is preferred
• Experience with Asana, Kajabi, Canva, or similar platforms is a plus but not required
What Success Looks Like
Within six months, you have become someone we can trust to keep projects moving without constant supervision. You anticipate needs, communicate proactively, improve systems, and make our organization stronger because you're part of it.
We aren't hiring someone to complete tasks.
We're hiring someone to help build something meaningful.
A Note on Commitment
We are looking for a long-term tea ---------- mber, not a short-term contractor. Please apply only if you want a stable, ongoing role and can reliably commit to these hours — including occasional live events — for the foreseeable future. If you anticipate major changes to your availability in the next year, please wait for a future opening rather than applying now.
We are only considering seriously committed applicants who want to grow and lead within the company. Integrity matters deeply to us — we're building a team of people who do what they say they'll do.

How to Apply
To help us know you read this posting carefully, please begin your application with the word "Willow" and briefly answer:
1. Tell us about a time you noticed something broken, messy, or inefficient and fixed it without being asked. What did you do, and what happened?
2. Describe a system or process you created that made someone else's work easier.
3. What do you believe about mental health care, and why would you want to work behind the scenes of it?
4. What does long-term commitment to an employer mean to you, and what would you need from us to stay and grow here for years? Tell us about your longest working relationship with a client or employer. What made it last — or what ended it?