Administrative Assistant to the CEO - ConvertKit

Kit is the email marketing platform experts choose to grow their audience, deepen their relationships, and build a business around the work they love. For coaches, YouTubers, authors, podcasters, and other creatives, there isn't a better marketing hub to rely on to grow audiences, automate email marketing, and sell digital products — all within one platform.

More importantly, there isn't a team more committed to helping creators earn a living. We're on a mission to help creators earn $1 billion using our creator marketing platform. We have always been 100% independent and 100% remote.

We are proud to have built a product that our customers love, and we look for people who have enthusiasm and belief in our mission, vision, and values to join our team. We're also embracing AI thoughtfully — both in how we build and how we hire to ensure our team is adaptable, innovative, and ready for what's next.

The Role

This role is perfect for someone who thinks two steps ahead. You catch problems before they become crises and are always looking for how to make things easier for others. We need someone who can read an email, understand the business context and urgency, and know exactly what to do with it — whether that's drafting a thoughtful response, flagging it for the CEO's attention, or routing it to the right team member.

This role requires strong business acumen and writing skills to represent the CEO's voice clearly and professionally. You'll manage the inbox daily, coordinate the calendar, book travel, support with special projects, and prepare the CEO for every meeting and event with clear, comprehensive briefing notes. You'll also build systems and document workflows so this work becomes repeatable and increasingly efficient over time.

This is a part-time (approximately 20 hours/week), independent contractor engagement with defined deliverables and milestones, with a preference for candidates based in the Boise, Idaho area. Your primary point of contact is Chelsea Hahn, the Head of Operations for the Office of the CEO.

Your Support System

Chelsea Hahn (Head of Operations for the CEO) is your point of contact for questions, priorities, and feedback. You'll interact with external partners and other Kit team members as needed to move specific projects forward. Otherwise, you work independently most of the time, checking in with Chelsea to confirm deliverables and surface roadblocks.

What You'll Do

First Week

• Get access to the CEO's calendar, email, and key tools.
• Join onboarding conversations with Chelsea to align on the CEO's top priorities, communication style, and decision-making preferences.
• Dive into the inbox: read through recent and pending emails to understand context, urgency, and routing preferences.
• Begin daily email triage: sort new incoming mail, draft responses on behalf of the CEO for Chelsea's review, and flag direct CEO priorities.
• Learn the calendar system: review current and upcoming schedules, understand meeting principles, and identify conflicts.
• Retrieve mail from the PO box and handle accordingly.

First Month

• Deliver full ownership of daily email triage and response drafting, including a documented framework for implicit to-dos and approval levels.
• Deliver a calendar-management approach managed in partnership with Chelsea.
• Deliver a reliable meeting prep process.
• Book trips end-to-end (flights, ground transportation, lodging, meal reservations) and deliver detailed briefing documents 48 hours prior to departure.
• Identify and implement improvements to current administrative processes.

First Six Months

• Proactively take action on emails and situations with strong judgment and autonomy.
• Introduce at least one AI-powered automation (e.g., email filtering, calendar insights, travel research).
• Document at least three workflows in Notion (e.g., meeting requests, expense processing, calendar blocking).
• Handle event coordination for Nathan Barry Show batch recording events (guest dinner reservations, recording day lunches, guest introduction emails).

What Will Set You Up for Success

Skills

• Writing & Communication: Clear and fast writing; ability to match tone and represent someone else professionally.
• Business Judgment & Acumen: Understanding strategic context, priorities, and urgency in business dynamics.
• Email & Inbox Management: Skilled at sorting, prioritizing, and managing high-volume inboxes.
• Calendar Management: Experience managing complex schedules and protecting focus time.
• Systems Thinking & Documentation: Ability to identify inefficiencies and document processes clearly in platforms like Notion.
• AI Comfort: Curiosity and experience using AI tools to draft, research, or automate tasks.

Experiences

• Experience managing someone's inbox or calendar in a fast-paced business context.
• Track record of making decisions in ambiguous, fast-moving environments.
• Experience building and documenting clear workflows or systems.
• Background working in small teams or startups.

Traits

• Strong judgment, initiative, and comfort working independently.
• Proactive and anticipatory mindset.
• High attention to detail.
• Absolute discretion and trustworthiness when handling confidential information.

What Won't Set You Up for Success

• Needing extensive process, approval layers, or step-by-step direction before taking action.
• Discomfort with rapidly learning new tools (email platforms, calendar tools, AI software, Notion, spreadsheets).
• Rigidity about processes rather than maintaining flexibility to test and iterate.

Engagement Structure & Geographic Considerations

• Type: Project-based independent contractor engagement (~20 hours/week).
• Location Requirement: While Kit is a fully remote organization, this role requires physical presence in the Boise, Idaho area for on-location deliverables (retrieving mail from Kit's Boise PO Box, delivering physical materials, and supporting local events).
• Schedule: Flexible contractor schedule aligned with project milestones. Some coordination aligns with US East Coast business hours.
• Compensation: $32/hour for approximately 20 hours/week. As a contract role, it is not eligible for Kit's full-time employee benefits or equity.