What are the responsibilities and job description for the Executive Assistant position at Story and Fields?
About the Role
The Executive Assistant serves as the central coordinator for the principal's professional and personal activities, ensuring everything — across companies, households, and schedules — runs efficiently. This person manages day-to-day administrative operations, works alongside the personal assistant, and provides structure, follow-through, and calm control in a fast-paced environment with overlapping priorities.
The principal operates across several affiliated entities — including Sign Badgers (B2 LLC), Event Badger, Story and Fields, and CoWorking @ The Shop — plus family and household matters. This role requires comfort moving fluidly between business bookkeeping, executive scheduling, and personal/family coordination on any given day.
Scope of Responsibilities
Executive & Administrative Support
- Manage calendars and coordinate meetings, including recurring standing meetings with leadership and outside advisors.
- Prepare summaries, reports, and correspondence on behalf of the principal.
- Oversee document flow, scheduling, and reminders across multiple businesses.
Property Management Coordination
- Support light property management logistics — maintain vendor contact lists and service schedules for properties (maintenance, cleaners, utilities, lawn care, etc.).
Personal & Household Coordination
- Work closely with the personal assistant to coordinate tasks and errands.
- Manage travel itineraries, dinner reservations, appointments, and recurring family or household events.
- Maintain a shared calendar of birthdays, anniversaries, and other personal milestones, and assist with gifts or correspondence.
- Maintain an up-to-date reference of personal and household vendors (medical, home services, etc.) and keep their contact records current.
Travel & Event Logistics
- Research, plan, and book flights, hotels, and ground transportation — including building out comparative cost options for review before booking.
- Prepare itineraries and travel packets for both business and personal trips.
- Coordinate logistics and budgets for industry events and trade shows (e.g., team attendance at national conferences).
- Coordinate with clients or family members as needed for multi-stop or group travel.
Communication
- Serve as a bridge between vendors, clients, and the principal.
- Anticipate needs, flag conflicts, and ensure follow-up happens without prompting.
- Represent the executive's voice in correspondence and scheduling.
Qualifications
- 3 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting a principal across multiple businesses or a family office.
- Exceptional discretion and confidentiality; comfortable handling sensitive business and personal/family information across entities.
- Strong written communication — able to draft clear, professional correspondence and reports on the principal's behalf.
- Proven ability to manage competing priorities across multiple companies and personal commitments without dropping details.
- Experience researching and booking travel, with an eye for cost comparison and contingency planning.
- Comfortable working independently, anticipating needs, and following through without close supervision.
- Based in or willing to work on-site in Fargo, ND.
What Success Looks Like
- The principal is rarely the one initiating a follow-up — things are flagged and resolved before they become urgent.
- Vendors, travel, and household logistics run smoothly with minimal direct involvement from the principal.
- Strong working relationship with the personal assistant, with clear handoffs and no dropped balls.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person