Executive Manager (Senior Executive Assistant level)

NALS; United States; Remote; USD 83,000 - 112,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

3-4 weeks PTO

Job summary

High Impact Coaching seeks an Executive Manager (Senior Executive Assistant level) to support the CEO and executive team. This fully remote role requires discretion, meticulous ownership of calendars, billing, payroll and events, with Pacific-time friendly hours.

You’ll manage confidential information, coordinate complex schedules, prepare reports, and coordinate two annual live client events. This is a long-term, mission-driven position with benefits and PTO.

Qualifications

• 5+ years in executive/admin roles such as EA, legal assistant or office manager.
• Comfortable handling confidential information.
• Ability to manage complex calendars and events.
• Experience with finance-related tasks like payroll or billing is a plus.
• Proactive, autonomous, and able to own outcomes.

Responsibilities

• Billing and collections management and client payments tracking.
• Payroll review and processing twice monthly.
• Manage complex executive calendars and travel.
• Draft correspondence and prepare reports for leadership.
• Coordinate projects and track deadlines.
• Coordinate team communications and ensure timely updates.
• Bookkeeping support and coordination with CPA.
• Plan and execute two annual client events.

Skills

Executive support

Discretion

Calendar management

Attention to detail

AI tools

Tools

AI tools

Job description

Executive Manager (Senior Executive Assistant level) - Remote (US or Canada), Pacific-time friendly hours

Be the steady, detail-obsessed right hand behind a team that’s on a mission to change lives.

High Impact Coaching is a thriving coaching company looking for an Executive Manager to grow with us for the long haul. You’ll support our CEO and executive team, keeping the whole operation accurate, on time and running smoothly, and handling confidential information with complete discretion.

If you’ve spent years being the one who catches what everyone else misses, this role was built for you.

* This is not a standard admin role. Here, you're the CEO of your own role. You won't be waiting for instructions or ticking off tasks. You'll own your work and your results, take full responsibility when something goes wrong, and take care of the team like it's your own. If that sounds like you, you'll fit right in.

What you'll own:

Billing and collections - manage accounts receivable, resolving billing issues and keeping client payments at 90%+ completion

Payroll - review and verify every team member's numbers and invoices, and run payroll twice a month with precision

Executive calendars - manage and coordinate complex calendars for the team, including meetings, appointments and business travel with precision and efficiency.

Executive support - draft correspondence, proofread documents, capture meeting notes and prepare reports for leadership

Project coordination - tracking deadlines, preparing agendas and following up on action items so nothing slips through the cracks

Team communication - own the flow of information across the team, making sure updates reach the right people on time

Bookkeeping support and monthly coordination with our CPA to keep the books accurate and compliant

Live events - plan and execute our two annual client events from first booking to final wrap-up, including venue, logistics and timelines, ensuring all logistics are handled seamlessly.

Systems and quality control - maintain tracking sheets and SOPs, and hold the team to a high standard of accuracy

You're a fit if you:

Have 5+ years as an executive assistant, legal assistant, office manager or similar

Want a long-term home, with a company that is mission-driven and changes lives

Are detail-obsessed, calm under pressure, and adapt fast when plans change

Handle confidential information with complete discretion

Are confident using AI tools (or eager to master them)

The details:

Full-time, fully remote, flexible schedule

Available during roughly Pacific business hours; occasional weekend work for billing and events

Travel required for our two live client events each year

Health, dental, vision and life insurance (US-based hires)

3-4 weeks PTO

Total earnings (in USD): $82,800-$111,600+/year (approx. CA$116,000-156,000), growing as the company grows

Application deadline: October 31, 2026