Executive Assistant and Project Manager

Executive Assistant & Project ManagerProxy Chief of StaffLocation: Grand Rapids, MI (On-site)Type: Full-TimeReports To: Founder & CEOAbout the RoleWe're one of the fastest-growing ice cream brands in the Midwest "” and we're just getting started.After years of building locally in West Michigan, we're now in over 13,000 stores nationwide and in the middle of a rapid distribution expansion, adding new retail partners, markets, and channels at a pace that demands exceptional operational execution behind the scenes.This role goes far beyond traditional executive support. You will operate as a proxy Chief of Staff "” a trusted extension of the CEO who keeps the business moving, decisions flowing, and leadership aligned while the founder focuses on scaling the company.If you thrive at the intersection of strategy, operations, execution, and high-accountability environments, this role was built for you.What You'll DoDecision-Making & Chief of Staff ResponsibilitiesThis is the core of the role. You are not simply organizing the CEO's world "” you are actively helping run parts of it.At a company growing this quickly, decisions cannot sit still. You will be expected to make judgment calls, own outcomes, and help move the business forward with or without the CEO in the room.Responsibilities Include:Serve as the CEO's decision-making proxy by gathering context, framing options, and driving resolution on time-sensitive business issuesEstablish and maintain a clear decision-making frameworkWhat gets escalatedWhat gets delegatedWhat you independently ownRun the weekly leadership operating cadenceOwn agendasFacilitate discussionsTrack commitmentsHold teams accountable between meetingsIdentify bottlenecks before they become larger operational problemsSynthesize information across sales, operations, production, and finance into clear executive-level prioritiesRepresent the CEO's priorities and perspective in cross-functional discussions, vendor negotiations, and partner meetingsLead special projects and strategic initiatives from ambiguous starting points to concrete outcomesExecutive SupportOwn and manage the CEO's calendar, inbox, communications, and prioritizationPrepare briefing materials, agendas, presentations, and decks for:Retail partner meetingsInvestor updatesInternal leadership reviewsCoordinate travel, site visits, trade shows, and industry events across an expanding geographic footprintDraft high-quality communications on behalf of the CEO for both internal and external audiencesProject ManagementLead planning and execution of distribution expansion initiatives, including:New market launchesBuild and maintain dashboards and project plans that provide real-time visibility across multiple workstreamsSurface risks early, escalate quickly, and drive decisions to resolutionFacilitate cross-functional alignment across sales, marketing, operations, and productionDesign and implement scalable systems and processes that support growth while preserving the company's speed and cultureWhat We're Looking For5-8 years of experience in a Chief of Staff, Executive Assistant, Operations, or Senior Project Management roleExperience inside a high-growth or rapidly scaling business strongly preferredProven ability to make strong decisions independently with incomplete informationAbility to remain calm, structured, and solutions-oriented under pressureHigh emotional intelligence with strong influence and relationship-management skillsStrong business judgment and operational instinctsExceptional written and verbal communication skillsProficiency with tools such as: Asana, Notion, Monday, Google Workspace, SlackBased in or willing to relocate to the Grand Rapids areaCompensation & BenefitsBase Salary: $60,000 - $70,000Bonus: Performance-BasedBenefits Include:Health, dental, and vision insurancePaid time off and company holidaysSignificant ownership and responsibilityDirect exposure to executive leadership and strategic company decisionsA front-row seat inside one of the Midwest's most exciting emerging food brandsWhy This Role MattersThis role is designed to create leverage for the CEO and leadership team during a critical stage of company growth.The right person will increase organizational speed, improve decision-making flow, eliminate operational bottlenecks, and help the company scale efficiently without losing what made it successful in the first place.To ApplyIf you've made it this far, please send your resume along with a short note explaining why this role is the right fit for you to paul@.

Created: 2026-05-17