Part-Time Executive Assistant to CEO

Malibu, CA

The Role

The CEO runs two companies — Ovii, a women's health supplement brand, and SHE MD, a women's health media and podcast brand — while also managing a busy household with three boys.

She is looking for a sharp, discreet, highly organized, and proactive part-time Executive Assistant who can take things off her plate and keep both her professional and personal worlds running smoothly.

This is a 20–25 hour/week hybrid role based in Malibu, with a mix of in-person and remote work. The role spans both business and personal responsibilities: calendar management, travel, follow-ups, contracts, research, household logistics, family coordination, errands, and whatever else needs attention that week.

No two weeks will look the same. The right person will be flexible, resourceful, and comfortable figuring things out independently. Initiative and judgment matter more than any single skill.

This could be a great opportunity for someone building an EA or operations career, or for a student with meaningful weekday availability who is looking for hands-on experience in a fast-moving environment.

What You'll Own

Calendar & Scheduling

• Manage the CEO's calendar across Ovii, SHE MD, and personal commitments.
• Coordinate calls and meetings, send invitations, follow up on availability, and confirm details.
• Keep meetings, deadlines, recordings, travel, school events, and other commitments organized and conflict-free.
• Schedule team meetings and all-hands calls as needed.
• Anticipate scheduling conflicts and flag issues before they become problems.

Travel

• Coordinate business and family travel from start to finish, including flights, hotels, rental cars, drivers, and itineraries.
• Keep travel details organized and easily accessible.
• Troubleshoot in real time when plans change — delayed flights, missing cars, hotel issues, or anything else that comes up.

Inbox, Follow-Ups & Meeting Prep

• Help triage email and Slack, flagging what requires the CEO's attention and drafting straightforward responses when appropriate.
• Maintain a running list of outstanding items — contracts, invoices, approvals, deliverables, signatures, and follow-ups — and make sure nothing falls through the cracks.
• Follow up with people consistently and professionally until items are closed.
• Prepare the CEO for meetings by pulling together relevant email threads, documents, questions, and background.
• Track action items after meetings and make sure next steps actually happen.

Contracts, Vendors & Administrative

• Manage and track SHE MD contracts and support with Ovii contracts.
• Keep a clear tracker of agreements in progress, signatures needed, W-9s, invoices, and other outstanding paperwork.
• Follow up on signatures and missing documents.
• File executed agreements and other important documents in Google Drive.
• Keep vendor, agency, and service-provider information organized and up to date.

This is not a legal-review role. The goal is to make sure paperwork keeps moving and nothing gets lost.

Research & Special Projects

• Research vendors, gifts, services, candidates, products, pricing, and other needs.
• Pull together clear, thoughtful options and recommendations so the CEO can make decisions quickly.
• Take on short-term projects and figure out the best way to get them done.
• Use AI and other tools to work efficiently and find answers quickly.

Personal, Home & Family

• Handle confidential personal and family-related tasks with complete discretion.
• Coordinate household orders, deliveries, returns, subscriptions, repairs, cleaners, and other home vendors.
• Maintain and organize household to-do lists.
• Help coordinate school and family logistics for three boys — including school dates, forms, events, schedules, and occasional pickups when needed.
• Assist with family business administration, including scanning and organizing documents, maintaining Drive folders, scheduling calls with lawyers and accountants, and tracking follow-ups.
• Run occasional local errands and handle personal tasks as needed.

Total discretion is essential.

Ad Hoc

Whatever needs to get done that week.

Things will come up unexpectedly, priorities will shift, and sometimes something will be on fire. The ideal candidate can jump in, figure it out, and keep things moving.

You're a Great Fit If You

• Are extremely organized, reliable, and detail-oriented. You follow through and close loops without being reminded.
• Have excellent judgment and complete discretion. You'll have access to personal, financial, business, and confidential information.
• Are a clear, warm, and professional communicator who is comfortable representing the CEO with vendors, agencies, agents, schools, and service providers.
• Are proactive and resourceful. You look for solutions and come back with options rather than simply asking what to do.
• Are a self-starter who can take ownership of a task and run with it.
• Stay calm and adaptable when priorities change. They will.
• Are comfortable working independently while knowing when something needs to be escalated.
• Are local to or near Malibu, with reliable transportation and a valid driver's license.
• Are comfortable with Google Calendar, Gmail, Google Drive, Google Docs, Slack, Zoom, and DocuSign.
• Are comfortable using AI tools such as Claude to work smarter and more efficiently.
• Have Canva experience — a plus.
• Have an interest in health, wellness, media, or social — a bonus.

Details

• Hours: 20–25 hours per week, primarily weekdays, with flexibility around schedule. Occasional evening or weekend texts may be needed when the CEO is traveling or something urgent comes up.
• Location: Malibu, CA. Hybrid, with some in-person time each week.
• Type: Part-time, hourly, independent contractor.
• Pay: $20–$25/hour, depending on experience.
• Start: ASAP

To Apply

Send a short note introducing yourself and explaining why you think this role would be a good fit, along with your résumé (or a quick overview of relevant experience) and your general weekday availability to angie@shemdpodcast.com

Please also tell us one thing you've organized, solved, or pulled off that you're particularly proud of.