Executive Assistant

Executive Assistant at Ty Boyd Inc

Ty Boyd Inc is seeking a detail-oriented and tech-savvy Executive Assistant to support our Chief Operating Officer. This remote, part-time contract role is crucial for building the operational foundation during an exciting growth phase. We are looking for a US-based candidate, preferably in the Eastern Time Zone, who thrives in a warm yet professional culture where client relationships and quality programs are paramount.

You will be the backbone of our operations, taking ownership of day-to-day systems so the COO can focus on business development, client relationships, and teaching. This is a daily-touch role, requiring involvement every business day, with significant potential for growth in hours and scope as the business expands and trust is established.

About Ty Boyd Inc

Ty Boyd Inc has been a leading name in communication and leadership training for decades, based in Charlotte, NC. Our programs genuinely transform how people communicate, lead, and connect. We're a company where everyone matters, with a strong national reputation and currently in an exciting growth phase. Our culture is warm but professional, deeply valuing client relationships and program quality. We uphold that details matter and going the extra mile is the standard.

Our Core Values:

• Others-Focused
• Humbly Confident
• Kind & Respectful
• Strives for Excellence
• Honesty & Integrity
• Legacy Matters

Why This Role Exists

As Ty Boyd Inc grows, our COO needs a dedicated Executive Assistant to manage operational tasks. This role will free her to concentrate on strategic business development, nurturing client relationships, and delivering our transformative training programs. Your meticulous approach will ensure our daily systems run seamlessly.

What You'll Do

• Client Communication & Onboarding:
• Send templated onboarding emails (contracts, facilitator introductions, logistics coordination).
• Follow up on unsigned contracts, unpaid deposits, and incomplete forms.
• Send pre-session reminder emails and coordinate handoffs to the logistics team.
• Manage the info@tyboyd.com inbox and route communications appropriately.
• Provide a white-glove client experience in every interaction.
• CRM & Deal Management (PipeDrive):
• Track and update deal stages across all service lines.
• Maintain accurate records for individual enrollment, corporate enrollment, and one-day sessions.
• Add new program dates and ensure data integrity.
• Support PipeDrive automation monitoring and troubleshooting.
• Calendar & Scheduling:
• Manage the COO's calendar, including scheduling client calls, internal meetings, and program events.
• Coordinate scheduling across clients, facilitators, and internal team.
• Create calendar invites for upcoming sessions and coordinate availability.
• Billing & Invoicing:
• Send deposit and final course fee invoices via QuickBooks.
• Follow up on unpaid invoices and approaching due dates.
• Navigate corporate payment portals for larger clients (training provided).
• Note: Full bookkeeping is handled by a separate bookkeeper.
• Facilitator Coordination:
• Request facilitator availability for upcoming programs.
• Track blackout dates and manage scheduling logistics.
• Send facilitator-related communications and reminders.
• Coordinate post-session debrief forms and follow-up.
• Post-Program & Nurture:
• Ensure PipeDrive records are updated post-session (tagging, stage updates).
• Coordinate certificate and LinkedIn badge distribution.
• Manage 90-day nurture check-in email sequences.

Must-Have Qualifications

• Experience with CRM systems (PipeDrive experience strongly preferred).
• Proficiency with QuickBooks or similar invoicing platforms.
• Comfort with DocuSign or similar e-signature tools.
• Strong written communication skills with attention to tone and professionalism.
• Highly detail-oriented with a track record of accuracy.
• Tech-savvy with the ability to quickly learn new tools and troubleshoot independently.
• Experience supporting executives or managing business operations remotely.
• Reliable daily availability during Eastern business hours.

Nice-to-Have

• Experience with Microsoft Teams.
• Familiarity with design tools for workbook or materials updates.
• Experience with form builders and scheduling tools.
• Small business or entrepreneurial environment experience.

You're The Right Fit If You:

• ✓ Love creating systems and making things run smoothly.
• ✓ Get satisfaction from a clean inbox and an up-to-date CRM.
• ✓ Value relationships and understand that how you communicate matters.
• ✓ Can balance warmth with efficiency.
• ✓ Work independently without needing constant direction.
• ✓ Own your mistakes, learn from them, and move forward.
• ✓ See evolving processes as an opportunity, not a burden.
• ✓ Take pride in the details — because you know they add up to the client experience.

You're Not The Right Fit If You:

• ✖ Need constant direction or handholding to complete tasks.
• ✖ Aren't comfortable with technology or learning new platforms.
• ✖ Need immediate responses from your manager at all times.
• ✖ Take variable response times personally.
• ✖ Are looking for a short-term gig or stepping stone while you build your own business.

What to Expect

• Month 1 — Learn & Build Trust: Daily check-ins with the COO. Take over inbox management, PipeDrive deal tracking, sending templated emails, and calendar management.
• Month 2 — Own the Workflows: Full ownership of email sequences, pre-session reminders, follow-ups on forms and contracts, and 90-day check-in emails.
• Month 3 — Expand & Improve: ESI enrollment support, material coordination, reporting, and beginning to suggest process improvements.
• April — Brand Immersion: Attend our flagship Excellence in Speaking Institute (April 14–16 in Charlotte) to experience the program firsthand and meet the team. Travel and course fees covered.

What We Offer

• $28–$30/hour based on experience.
• Comprehensive SOPs, email templates, and Loom video walkthroughs — you're not figuring it out as you go.
• Growth potential to expand into a full-time operations role.
• Collaborative, relationship-based working environment with a COO who is communicative and invested in your success.
• The chance to be part of a company with a meaningful legacy in leadership development.

To Apply

Please submit:

• Your resume.
• A brief cover letter (3–5 sentences on why this role and what makes you a fit for a small, relationship-driven company).
• A 2–3 minute video introduction (Loom, Zoom recording, or phone — cover your experience, how you'd approach your first week, and what a past manager would say you're great at).

Applications without a video introduction will not be reviewed. US-BASED CANDIDATES ONLY. This search is conducted by Systems to Scale on behalf of Ty Boyd Inc.

Key skills/competency

• CRM Management
• Client Communications
• Executive Support
• Calendar Management
• Invoice Processing
• Workflow Automation
• Data Integrity
• Operational Efficiency
• Remote Collaboration
• Professionalism