Executive Assistant

POSITION OVERVIEW

The Full Story.

This isn't a traditional executive assistant role — and we're not looking for a traditional candidate.

At Geben Communication, we actively use AI tools to handle many traditional administrative tasks. That allows this role to focus on higher-value work: coordination, judgment, operational momentum, and making sure important thinking turns into real progress.

The best way to describe what we need: this person converts thinking into forward motion.

Our CEO and leadership team generate strategy, insight, and relationships every single day. This role exists to make sure none of that momentum gets lost in logistics.

You'll support CEO Heather Whaling and our leadership team across four core functions: Coordination, Translation, Packaging, and Tracking. You'll also play an important role in maintaining a welcoming, well-run office environment for our team and visiting clients.

This role reports to the CEO and works closely with the leadership team.

Key Responsibilities

Coordination

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

• Manage the CEO's calendar with intentionality — protecting deep work and creative flow blocks, not just filling slots; understanding who and what is worth an exception

• Coordinate scheduling for the leadership team with awareness of priorities, preparation needs, and timing

• Manage travel arrangements and itineraries for the CEO and leadership team

• Manage the company-wide calendar and coordinate all-team meetings and events

• Schedule business development meetings and follow-up conversations

Inbox & Communication Flow

• Partner with the CEO to maintain an organized, responsive inbox using a combination of AI tools and human judgment

• Review AI-triaged messages and ensure important emails, opportunities, and relationship touchpoints receive timely attention

• Draft responses, surface messages that require the CEO’s direct input, and route others to the appropriate team members

• Track follow-ups and ensure important threads don’t stall or get lost in volume

• Maintain visibility into key conversations with clients, partners, and prospects so relationship momentum continues

Office & Client Experience

• Maintain the office for day-to-day operations, including ordering supplies and snacks and facilitating maintenance requests

• Prepare meeting spaces for client visits and internal meetings

• Serve as a welcoming presence when clients and guests visit our downtown Columbus office

• Answer the company phone and manage general email inquiries

Translation

Turning conversations into action so nothing falls through the cracks.

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

• Track commitments made in meetings and ensure follow-through — including following up with the CEO and leadership when needed

• Draft follow-up emails and post-meeting communications

• Update project trackers and maintain visibility on open items across leadership priorities

• Follow up on introductions and warm connections so relationship momentum doesn't stall

Packaging

Turning rough thinking into polished, shareable materials.

• Formatting proposals and presentations in templates (using Canva, Keynote, and/or PowerPoint) 

• Gather materials and create first-draft outlines for decks and briefs

• Coordinate proposal timelines so nothing is rushed or missed

• Turn rough notes into formatted documents and maintain a library of key frameworks, POVs, and reusable materials

Thought Leadership Support

• Provide light operational support for the CEO’s thought leadership — publishing approved posts and maintaining a running content idea bank.

• Identify photos and materials for upcoming posts

• Help track speaking and visibility opportunities for the CEO

Tracking

Keeping pipelines, commitments, and conversations visible.

• Track prospects and business development conversations so opportunities stay organized

• Maintain visibility on proposal timelines and key follow-ups

• Coordinate materials gathering for proposals and leadership initiatives

• Proactively flag when something is at risk of slipping — a deadline, a follow-up, or an important relationship touchpoint

AI & Operational Improvement

We've built AI workflows that assist with tasks like email triage, scheduling support, and meeting summarization. This role partners with those systems — maintaining quality, applying judgment, and ensuring important messages and commitments receive the right attention.

You won't be expected to build complex automations yourself, but you should be comfortable working with AI tools, maintaining quality, and identifying opportunities where technology could make our operations smoother.

If you notice that a repetitive operational task could be improved with a layer of technology, we want you to say so. Curiosity and initiative matter here.

What Success Looks Like in This Role

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

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

• Ensure important conversations consistently turn into action and next steps

• Keep the CEO's calendar aligned with strategic priorities and protected focus time

• Help the leadership team stay organized and prepared for key meetings and opportunities

• Identify opportunities to improve operational workflows using tools or systems

Qualifications

Required

• Hands-on experience with AI productivity tools such as ChatGPT, Claude, Zapier, or similar. Not just awareness — we want to hear what you've actually used and how it changed the way you work.

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

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

• Experience with Canva, PowerPoint, and/or Keynote for presentation and proposal formatting

• Excellent organizational skills with the ability to manage multiple priorities across multiple people without losing the thread

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

• Discretion and sound judgment when handling sensitive information

Nice to Have

• Experience in an agency or entrepreneurial environment

• Familiarity with Slack as a primary communications hub

• Experience managing a content calendar or supporting an executive's thought leadership

Personality & Work Style

Geben is warm, direct, fast-moving, and high-trust. We're looking for someone who fits that culture and adds to it.

The person who thrives here:

• Takes initiative without needing to be asked twice

• Has the confidence to say, “I think there's a better way” — and then go do it

• Brings positive energy to every interaction, whether that's setting up the conference room for a client or untangling a scheduling conflict

• Is genuinely curious about how to make things work better, especially with new tools

• Understands that relationships, timing, and tone matter in how we communicate internally and externally

• Sees AI as a collaborator and an opportunity, not a threat or a footnote

This role is not a fit for someone who:

• Prefers a highly predictable environment with tasks defined in advance

• Is uncomfortable with ambiguity, fast pivots, or figuring things out in real time

• 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 visit support, office operations, and team connection. Remote flexibility is available on other days.

Geben Communication is one of Forbes' top agencies in America. We're a team of people who love the work, push each other to grow, and believe that how we do things matters as much as what we do.

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