Executive & Personal Assistant

Position Overview

Hannah Schneider is seeking a highly organized, resourceful, and trustworthy Executive & Personal Assistant to support Hannah Schneider, Founder & CEO, across both her business and personal life. This is a hybrid role: part of the work supports HSC's client operations (scheduling, organization, and creative/social coordination across HSC's active client accounts), and part of the work supports Hannah personally and her family, including her real estate properties and her 6-year-old daughter.

The ideal candidate is a proactive self-starter who can move fluidly between business administration, creative platforms, and personal/household management — often in the same day — while exercising sound judgment, discretion, and follow-through with minimal oversight. Familiarity with Claude AI is helpful.

Key Responsibilities

Executive & Administrative Support

• Manage Hannah's calendar end-to-end: schedule, confirm, and reschedule meetings across client, prospect, and personal commitments, proactively resolving conflicts.
• Serve as a gatekeeper and first point of contact for scheduling requests, routing time-sensitive items appropriately.
• Handle general correspondence and paperwork, including filing, form completion, and document organization.
• Support day-to-day business operations and act as a liaison between Hannah and clients, vendors, and partners as needed.

Financial & Expense Management

• Track, organize, and reconcile business and personal expenses; prepare expense reports and maintain clear, up-to-date records.
• Ensure recurring bills and obligations (including household and property-related expenses, such as car insurance) are paid accurately and on time.
• Flag discrepancies, upcoming due dates, and renewal deadlines before they become urgent.

Client & Business Operations Support

• Own the organization of client work in Google Drive, maintaining a clean, consistent folder structure across active accounts.
• Support onboarding of new clients, including folder setup and CRM updates, following HSC's established process.
• Help prepare recurring client-facing materials (e.g., call agendas, weekly and monthly status reports, coverage/performance trackers) for Hannah's review.
• Maintain internal trackers, templates, and SOP documentation so HSC's systems stay consistent and repeatable as the business grows.
• Experience and knowledge in Claude AI support and projects.

Creative & Social Media Support

• Build and edit projects in Canva, including social graphics, presentations, and other client or internal creative assets.
• Support execution across social media platforms — content scheduling, light copywriting, and day-to-day platform management.
• Assist with Substack content, including formatting, scheduling, and publishing.
• Influencer pitching and managing brand partnerships.

Real Estate Support

• Serve as a hands-on point of contact for Hannah's real estate properties, coordinating with vendors, contractors, and property managers as needed.
• Monitor that day-to-day property matters run smoothly, escalating issues promptly.
• Ensure property-related expenses, invoices, and bills are tracked and paid on time.

Personal & Household Support

• Assist with everyday household tasks, including laundry, unpacking, and grocery store runs.
• Support personal paperwork and administrative matters, including healthcare-related paperwork and appointments and car insurance.
• Provide additional support with Hannah's 6-year-old daughter as needed (e.g., scheduling coordination, pickups/drop-offs, or supervision), on an as-needed basis.

Qualifications & Skills

• 2+ years of experience in an executive assistant, personal assistant, or hybrid EA/PA role, ideally supporting a founder, executive, or high-profile individual.
• Proficiency with Google Workspace (Drive, Gmail, Calendar) and comfort building organized, scalable file systems.
• Working knowledge of Canva, with the ability to design and edit projects independently.
• Familiarity with major social media platforms and general content/community management.
• Experience with Substack or similar publishing platforms.
• Strong financial organization skills, including expense tracking and bill management.
• Exceptional discretion and trustworthiness — this role involves regular exposure to confidential business and personal information.
• Comfortable managing a real estate portfolio's day-to-day logistics, or willing and able to learn quickly.
• Warm, reliable, and comfortable providing occasional support with a young child.
• Excellent written and verbal communication, strong attention to detail, and the ability to juggle competing priorities calmly.
• A valid driver's license and reliable transportation (for errands, property visits, and personal support).

What Success Looks Like

Hannah's calendar, inbox, and expenses run smoothly with minimal reminders needed. Client files and recurring reports are organized and delivered on time. Her properties and household run without disruption, bills are never late, and her daughter is well cared for whenever support is needed. Hannah is able to trust this person with both the business and the personal, without having to double-check the details.