Executive Assistant to Chief Executive Officer

Company Description

Sarah’s Handmade Ice Cream is an award-winning brand founded by a mother-daughter duo with 4 shops in Montgomery County. Known for offering 40 unique flavors daily, the brand features seasonal options crafted with the finest ingredients. Sarah’s Handmade Ice Cream is celebrated for its commitment to high-quality, small-batch production, delivering exceptional taste to its customers.

As we continue to expand across multiple locations, we are looking for a highly capable Executive Assistant to work directly with the founder and support the day-to-day execution of the business.

About the Role

This is a hands-on role for someone who is highly organized, proactive, and able to think ahead. You will be responsible for managing the founder’s day-to-day tasks, communications, and priorities, helping ensure that both small and large responsibilities are handled efficiently.

This role is ideal for someone who enjoys being at the center of a fast-paced business and wants exposure to how a growing company operates. This is not a traditional administrative position. We're looking for someone who can serve as a true thought and execution partner; someone who thrives on organization, enjoys solving problems, notices details others miss, follows through relentlessly, and genuinely enjoys helping bring order to complexity.

The person who succeeds in this role will become deeply involved in many aspects of the business. On any given day, they may be coordinating projects, organizing systems, helping manage communications, supporting hiring initiatives, assisting with new shop openings, improving processes, researching opportunities, or helping ensure that important priorities move forward.

Because this role will work closely with the founders, trust, character, judgment, and communication skills are just as important as experience.

Key Responsibilities

Communication & Inbox Management

• Monitor and respond to emails on behalf of the founder (customers, partners, internal team)
• Flag priority items and ensure timely follow-ups
• Maintain a professional, thoughtful, and consistent tone in all communication
• Handle lower-level calls and inquiries

Task & Schedule Management

• Organize and manage daily to-do lists and priorities
• Coordinate meetings, scheduling, and logistics
• Track ongoing tasks and ensure nothing falls through the cracks

Purchasing & Errands

• Make purchases for business needs (supplies, equipment, etc.)
• Assist with occasional personal or logistical tasks as needed

Business & Operations Support

• Communicate with shop managers and team members when needed
• Support and lead projects in HR
• Follow up on delegated tasks and ensure completion
• Print, laminate, and create materials as needed
• Help handle day-to-day issues before they escalate

Organization & Systems

• Keep documents, communications, and trackers organized
• Build simple systems to improve efficiency
• Anticipate needs and stay one step ahead

Who You Are

• Highly organized and detail-oriented
• Proactive and reliable—you take initiative without being asked
• Strong communicator (written and verbal)
• Comfortable handling multiple priorities in a fast-paced environment
• Able to exercise good judgment and make decisions independently
• Professional, discreet, and trustworthy
• Always lead with curiosity, growth-mindset, and positivity
• Highest level of emotional resilience & stability
• Excellent emotional resilience/regulation, and EQ
• Natural leader, who anticipates issues before they arise

Preferred Experience

• 2–5 years in an administrative, operations, or support role
• Experience in hospitality, retail, or a fast-paced environment is a plus
• Strong familiarity with Google Suite, AI tools, Canva, and general digital systems

Compensation

• $65,000–$75,000 based on experience and performance
• Growth opportunity as the company continues to expand

Qualifications

• Strong skills in executive administrative assistance and executive support
• Experience with expense reports and efficient calendar/diary management
• Leadership experience in a fast, casual, high-volume food retail business
• Proficiency in administrative support and managing multiple tasks effectively
• Outstanding organizational, time management, critical thinking, and problem-solving skills
• Excellent written and verbal communication abilities
• Ability to adapt to a fast-paced environment and manage confidential information
• Bachelor’s degree and more than 1 previous employment references