Executive Assistant

POSITION OVERVIEW

The Full Story.

This role is about owning the details that make the work run.

At Geben, the CEO is focused on strategy, relationships, and forward momentum. This role exists to complement that — by bringing structure, organization, and follow-through to everything that’s in motion.

You’ll work closely with CEO Heather Whaling as her operational partner, managing calendars, keeping communication organized, turning conversations into clear next steps, and making sure those next steps are completed.

It’s hands-on, detail-oriented work — and it has a direct impact on how effectively the business runs.

At Geben Communication, we believe in leveraging AI tools to create efficiencies so we can focus on higher-value work: coordination, judgment, operational momentum, and making sure important thinking turns into real progress. But we also know human judgment, decision-making and thoughtfulness cannot be replaced by AI, particularly in this role.

The best way to describe what we need: You convert thinking into forward motion.

We’re looking for someone who gets excited about the details, keeps things organized, and follows through consistently.

We’re not looking for someone who has been in this exact role for years. We’re looking for someone who is ready to grow into it.

Because you’ll be working closely with leadership, you’ll gain exposure to how decisions are made, how relationships are managed, and how a growing agency operates.

As Geben grows, this role will grow with it.

This is a role for someone who likes being the person others rely on to get things done well.

What You’ll Own

Coordination

Scheduling, logistics, and operational flow so the right things happen at the right time.

• Manage the CEO's calendar with intention — protecting deep work time, prioritizing what matters, and making thoughtful trade-offs

• Coordinate scheduling across the leadership team, ensuring meetings are set up with the right timing and preparation

• Manage travel arrangements and itineraries

• Oversee the company-wide calendar and coordinate team meetings and events

• Schedule business development meetings and follow-up conversations

Inbox & Communication Flow

• Partner with the CEO to maintain a responsive, organized inbox

• Ensure important emails, opportunities, and relationship touchpoints receive timely attention

• Draft responses, route messages appropriately, and track follow-ups so conversations don’t stall

• Maintain visibility into key client, partner, and prospect communications

Office & Client Experience

• Maintain the office for day-to-day operations, including supplies, organization, and general upkeep

• Prepare meeting spaces for client visits and internal meetings

• Serve as a welcoming, professional presence for clients and guests

• Answer the company phone and manage general inquiries

Translation

Turning conversations into clear action so nothing gets lost.

• Convert meeting notes into action items, owners, and next steps

• Track commitments made in meetings and ensure follow-through

• Draft follow-up emails and post-meeting communications

• Keep leadership priorities organized and visible

Packaging

Turning rough thinking into polished, usable materials.

• Format proposals and presentations using existing templates (Canva, Keynote, PowerPoint)

• Gather materials and organize content for decks and briefs

• Coordinate proposal timelines so work is completed thoughtfully and on time

• Maintain organized files, documents, and a library of reusable materials

Thought Leadership Support (Light Support)

• Publish approved LinkedIn content and maintain a simple content idea bank

• Help organize materials for speaking or visibility opportunities

Tracking

Keeping commitments, timelines, and opportunities visible and moving.

• Track business development conversations and proposal progress

• Maintain visibility into deadlines, follow-ups, and open loops

• Proactively flag when something is at risk of slipping

• Help ensure consistency and follow-through across leadership priorities

Tools & Technology

We use tools like Google Workspace, Slack, ChatGPT, and Claude to support how we work.

You don’t need to be an AI wiz or technical expert, but we do expect you to be comfortable using modern tools, learning new ones quickly, and open to incorporating technology where it makes your work more efficient.

What Success Looks Like in This Role

Within the first 3-6 months, a successful person in this role will:

• Create clear visibility into priorities, commitments, and follow-ups

• Ensure meetings consistently lead to action and progress

• Keep the CEO’s calendar aligned with what matters most

• Maintain a high level of organization across communications, materials, and timelines

• Reduce friction, confusion, and dropped details across the leadership team

Qualifications

Required

• Strong organizational skills and attention to detail — you enjoy keeping things structured, clear, and complete

• Ability to anticipate needs and make judgment calls without waiting for direction

• Strong written communication skills, including the ability to write clearly and in someone else’s voice

• Proficiency in Google Workspace (Gmail, Calendar, Docs) and comfort learning new tools

• Experience with Canva, PowerPoint, and/or Keynote for formatting presentations and materials

• Discretion and sound judgment when handling sensitive information

Nice to Have

• Experience in an agency, small business, or fast-moving environment

• Comfort with Slack as a primary communication tool

• Familiarity with leveraging AI to create efficiencies

• Experience supporting an executive or leadership team

Personality & Work Style

Geben is warm, direct, fast-moving, and high-trust. We care about the work — and how we show up while doing it.

The person who thrives here:

• Takes initiative and follows through without needing to be asked twice

• Finds satisfaction in getting the details right and seeing things through to completion

• Brings positive energy to both big moments and small tasks

• Is naturally organized and likes creating clarity out of complexity

• Understands that how things are done matters just as much as what gets done

This role is not a fit for someone who:

• Dislikes detail-oriented work or follow-through

• Prefers highly structured, repetitive tasks with little variation

• Waits to be told what needs doing

Work Environment

This is a hybrid role with 2–3 days per week required in our downtown Columbus office. In-office presence is important for client support, office operations, and team connection.

Geben Communication is one of Forbes’ top PR agencies in America. We’re a team that cares deeply about our work, how we show up, and the impact we create together.

If this sounds like your kind of role, we’d love to hear from you.