Executive Business Partner

Presence-Based® Coaching; Oregon (IL); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Health insurance

Flexible paid time off

In-person work with a supportive culture

Job summary

A professional coaching organization is seeking an Executive Coach to support their CEO. Based in Portland, OR, this full-time role involves managing schedules, enhancing client experiences, and facilitating high-level coaching relationships. Candidates should have over 5 years of experience in supporting senior leaders and a passion for fostering personal and professional development. Competitive salary of $75,000–$95,000 with health benefits and flexible paid time off.

Qualifications

• 5+ years of experience supporting a founder or senior leader in a fast-paced environment.
• Experience as a senior EA or Executive Business Partner with ownership over priorities and systems.
• Strong judgment and experience managing complex calendars in Google Workspace.

Responsibilities

• Manage calendars, email inboxes, and scheduling to enhance productivity.
• Create a world-class ecosystem for clients and support client onboarding.
• Prepare research dossiers and manage podcast guest operations.

Skills

Organization

Emotional intelligence

Attention to detail

Relationship management

Growth mindset

Job description

2 days ago Be among the first 25 applicants

Direct message the job poster from Presence-Based® Coaching

Executive Coach to World Class Creators | Host of Good Work | Helping Entrepreneurs Navigate the Inner Journey of Outward Success

About the Work

This role will be the primary support role for Barrett Brooks, CEO of both Presence-Based Coaching and Good Work. Presence-Based Coaching has a 20-year legacy of delivering world class coach certification training programs to aspiring and experienced coaches. Good Work is the umbrella for Barrett's 1:1 executive coaching work with world class creators, his podcast, and his newsletter.

Our mission is to help high-performing creators, leaders, and entrepreneurs transform their inner lives so they can thrive in their outer world: their companies, their families, and their communities.

We work with:

• Seven-figure creators at the top of their industries
• Leaders and coaches committed to presence, wholeness, and deep service

We support them through:

• 1:1 coaching
• Group coaching programs
• Leadership development training (Presence-Based Leadership)
• Coach certification training (Presence-Based Coaching)

About the Role

Important: this role requires you to be based in Portland, Oregon full-time, with in-person working sessions multiple times per week.

This is not a traditional EA role. It is a high-level Executive Business Partner position designed for someone who wants to grow into a Chief of Staff over time.

Your job is to free up my time, energy, and attention for the work only I can do:

• Creating vision and strategy
• Leading the team
• Coaching with clients
• Writing and podcasting
• Delivering training
• Speaking

This role blends:

• Executive assistant
• Research coordinator
• Podcast guest manager
• Community & relationship manager
• Wellness & logistics organizer
• Second brain builder
• Rhythm & routine architect

Who This Role Is For

This is a role for someone who loves being at the center of a founder’s world, not someone who wants to tolerate it. You’ll thrive here if you are:

• Deeply organized & operationally brilliant: You love bringing order to complexity, building elegant systems, and keeping trains running on time... even when there are 14 trains and 9 different destinations.
• Emotionally intelligent: You can handle emotional nuance, high-stakes client situations, and relational complexity without absorbing it.
• Steady, grounded, and proactive: You feel energized, not overwhelmed, by being someone’s right hand.
• Detail-obsessed: You catch the things other people don’t. You love precision. You care about the small touches.
• Relationship-oriented: You understand that high-performing people feel lonely and unseen. You treat clients, guests, and partners with warmth, presence, and professionalism.
• Hungry to grow: You’re looking for more than “admin work.” You want strategic exposure, real autonomy, and a path to greater responsibility.
• Based in Portland, OR and excited to work in-person: You appreciate that some of the most important work happens at a kitchen table, a whiteboard, or together during deep work sessions.

Who This Role Is Not For

Do not apply if:

• You want a predictable corporate job
• You get overwhelmed easily
• You want a narrow, task-oriented role
• You need to be told exactly what to do
• You avoid emotional intensity of your work (our coaching and training work is deeply personal to our clients and students)
• You prefer rigid boundaries over dynamic partnership
• You struggle to manage many moving pieces
• You dislike being involved in a founder’s whole ecosystem

Your Core Responsibilities

Executive Operations & Rhythm Management

• Fully manage calendars, email inboxes, and scheduling to help me prioritize what's most important and reach our goals
• Ensure no meetings before 10am, no more than two coaching sessions/day, no meetings after 3:30pm unless approved
• Maintain weekly non-negotiables (Thursday date night, alternating Friday off, wellness cadence, etc.)
• Coordinate all personal and family appointments to preserve energy, focus, and recovery
• Hold the line on priorities Barrett might otherwise overcommit to
• Run weekly in-person working sessions to process inbox, tasks, and follow-ups
• Maintain habit trackers, systems, and digital organization across tools

Client Experience & Relationship Management

• You will create a world-class ecosystem for coaching clients
• Own client onboarding, scheduling, renewals, completion, midpoint check‑ins
• Build a system for delivering recordings, transcripts, and notes automatically
• Track birthdays, milestones, illness, life events to help clients feel supported and cared for
• Anticipate client churn risk before it happens
• Ensure every client has access to sessions at times that work for both of us
• Support Barrett in maintaining high-level relational presence and connection
• Manage gifting, card sending, and meaningful touchpoints

Podcast Guest & Research Operations

• Prepare research dossiers and background briefs
• Coordinate outreach, scheduling, prep, and hospitality
• Track down hard-to-find contact info and secure warm intros
• Ensure each guest has a world-class experience from start to finish
• Send personalized follow-up notes, gifts, and targeted intro requests after episodes go live

Content & Writing Support

• Ensure weekly newsletter rhythm is maintained
• Upload and organize client notes for writing and content needs
• Coordinate needs from all marketing contractors to prioritize my time for content production
• Create systems for turning book and written notes into usable digital content

Community & Network Stewardship

• You will help maintain the top 100–150 most important relationships in Barrett’s world.
• Maintain birthdays, life updates, and touchpoints
• Coordinate sending 3x per year life updates
• Share relevant articles, ideas, or connections to keep relationships warm
• Coordinate dinners, lunches, and events when traveling

Presence-Based Coaching (PBC) Operations Support

• Work directly with PBC CMO on marketing assets and audience-building
• Work with PBC student experience manager on logistics, travel, and training preparation
• Ensure course materials, manuals, and prep work are prepped for all trainings
• Prepare quarterly updates for investors, partners, and the PBC community

Wellness & Lifestyle Support

• Maintain recurring rhythm with all relevant health providers
• Ensure all wellness appointments support performance and recovery
• Coordinate with travel schedules to reduce fatigue and improve sustainability

Travel Logistics & Event Coordination

• Plan travel with attention to food, hydration, energy management, recovery, and constraints
• Prioritize high-value connections in cities Barrett visits
• Coordinate speaking gigs, workshops, and private dinners
• Reduce friction: food, water, room setup, schedule spacing, travel recovery

What We’re Looking For (Minimum Requirements)

These are the foundations that will help someone feel confident and successful in this role.

• 5+ years of experience supporting a founder, CEO, or senior leader in a fast-moving, high-responsibility environment (startup, founder-led business, or small team with big ambitions)
• A background as a senior EA, Executive Business Partner, operations lead, or Chief-of-Staff-adjacent role, where you had real ownership over calendars, priorities, systems, and follow-through—not just task execution
• Strong judgment around time, energy, and boundaries, with hands‑on experience managing complex calendars and inboxes in Google Workspace
• Clear, thoughtful written communication, including emails, briefs, notes, and internal documentation that sound human and require little revision
• Comfort building and maintaining systems, with practical experience using modern software tools
• Experience handling sensitive, personal, or confidential information with care, discretion, and good judgment
• Enjoyment of close partnership with a founder, across work, logistics, relationships, and priorities. This role is integrated, not siloed
• Based in Portland, OR, and genuinely excited about regular in-person work

Helpful Experience (Nice to Have, Not Required)

These aren’t required, but they’ll help someone ramp faster or grow further in the role.

• Experience in the creator economy
• Exposure to coaching, leadership development, or adjacent fields, with comfort navigating emotionally nuanced, high-trust client relationships
• Experience with CRM or relationship-management systems, especially in high‑touch or referral-driven environments
• Event, retreat, or travel coordination experience, particularly for founders who travel often or host intimate gatherings
• Experience supporting multiple interconnected businesses or wearing several operational hats at once
• Background in education, training, or professional services, where quality, trust, and relationships matter as much as efficiency

If this role feels like a stretch in the right direction, and the kind of work you want to grow into, we encourage you to apply.

Compensation, Benefits, and Support

• Salary range: $75,000–$95,000, depending on experience, scope of ownership, and readiness to take on responsibility
• Health insurance - We fully cover the cost of a Silver-level ACA marketplace–equivalent health insurance plan for you. Dependent coverage and other elective benefits (dental, vision, etc.) are available at employee cost through our benefits platform
• Flexible paid time off of up to four weeks per year, including vacation and sick time
• Flexibility within clear boundaries. The work is demanding, but we care about energy, rest, and recovery
• In-person work with a human rhythm, not an “always-on” culture
• Occasional travel for retreats, events, or gatherings (with all expenses covered)

Seniority level

Mid‑Senior level

Employment type

Full-time

Job function

Business Development and Sales

Industries

Professional Training and Coaching

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