About the Role

This is a high-impact Executive Operations role designed to help a founder operate at her highest level.

We are seeking a highly organized, tech-savvy, systems-oriented Executive Operations Assistant to work directly alongside the founder of Aspire Psychology and EverBright Minds (EBM) — two mission-driven companies rooted in growth, clarity, and meaningful impact.

Aspire Psychology is a growing mental health group practice committed to providing high-quality, ethical care while supporting both patients and team members in sustainable, thoughtful ways.

EverBright Minds (EBM) is an executive function coaching business serving adults — including college students, professionals, and parents — who want to strengthen focus, organization, planning, follow-through, and performance. EBM helps individuals build practical systems that improve how they think, work, and navigate daily life with greater confidence and effectiveness.

Both organizations are built around the belief that strong systems create freedom — and that clarity, structure, and intentional growth lead to meaningful change.

This role is, in many ways, an executive functioning role at the founder level.

The primary focus of this position is to optimize the founder’s time, systems, workflows, and technology so she can lead strategically rather than operate reactively. You will help strengthen prioritization, protect deep work time, reduce cognitive load, and ensure consistent follow-through.

This person will serve as a capacity protector, systems builder, and operational filter — ensuring priorities are clear, distractions are minimized, and execution is aligned with long-term vision.

This role begins with founder-focused optimization and may grow into broader operational support within EverBright Minds and select non-clinical areas of Aspire Psychology over time.

If you love building better systems, streamlining digital environments, leveraging AI tools intelligently, and helping high-capacity leaders operate at their best — this role is for you.

What Success Looks Like (3 Months From Now & Beyond)

• The founder’s Google Workspace is streamlined and highly functional.

• Inbox and calendar are managed strategically and proactively.

• Scheduling conflicts and overbooking are eliminated.

• Systems for task tracking and follow-through are clean and reliable.

• Technology (including AI tools) is leveraged efficiently and intelligently.

• The founder is focused on high-impact strategic work rather than administrative friction.

• Random “time-suck” tasks are handled seamlessly and independently.

• Operational clarity across both businesses is stronger and more sustainable.

Core Responsibilities

Founder Operations & Systems Optimization

• Audit and improve current workflows across email, calendar, task management, and digital systems.

• Redesign and streamline Google Workspace (Drive organization, shared files, permissions, structure).

• Implement efficient task and project tracking systems.

• Proactively identify inefficiencies and propose practical solutions.

• Integrate and optimize AI tools to improve productivity and reduce manual workload.

• Create simple dashboards or tracking tools (Excel/Sheets-based) as needed.

• Teach and support the founder in using systems and tools more efficiently.

Executive Support & Time Protection

• Manage and gatekeep calendar to prevent overbooking and protect focus time.

• Prioritize and filter incoming communication.

• Draft or respond to select emails as appropriate.

• Ensure appointments, commitments, and follow-ups are tracked and completed.

• Provide weekly and daily priority alignment support.

Operational Filtering & Delegation Support

• Identify tasks that can be delegated to internal teams at Aspire Psychology or EverBright Minds.

• Assist with screening resumes and coordinating interviews for administrative roles.

• Track commitments across both businesses and flag risks or delays.

• Ensure the founder is informed about what matters — and protected from what does not.

Technology & Efficiency Support

• Improve Excel/Sheets workflows and reporting efficiency.

• Research and implement automation where appropriate.

• Recommend tools that increase clarity and save time.

• Maintain clean digital file systems.

• Ensure seamless functionality across Apple devices (iMac, MacBook, iPad, iPhone) and cross-device workflows.

Personal Administrative Support (Limited Scope)

• Coordinate and research travel logistics, including price tracking for flights and hotels.

• Handle occasional one-off tasks (refund follow-ups, vendor coordination).

• Support scheduling and organization of select personal commitments.

Ideal Candidate Profile

You are:

• Highly organized and systems-oriented

• Naturally strong in executive functioning skills (prioritization, sequencing, task initiation, follow-through)

• Grounded and positive personality

• Adaptable and can pivot quickly to changing priorities and needs

• Anticipates challenges and addresses them before they impact workflow

• Direct and considerate communicator

• Comfortable and confident working independently

• Tech-savvy and quick to learn new tools

• Strong in Google Workspace and Microsoft Office

• Highly proficient within the Apple ecosystem (iMac, MacBook, iPad, iPhone) and experienced optimizing workflows across devices

• Experience with and interested in AI tools and automation

• Comfortable working in a hybrid home-based environment

• Able to hold confidentiality with a high level of integrity

You enjoy improving systems more than just maintaining them.
You think in processes.
You take pride in making complex workflows feel simple and sustainable.
You like helping capable people operate at an even higher level.

Qualifications

• 2+ years supporting a founder, executive, or small business owner preferred

• Strong proficiency in Google Workspace 

• Strong working knowledge of Microsoft Office

• Demonstrated fluency with Apple products and cross-device workflow optimization

• Experience improving workflows and digital systems

• Experience with AI productivity tools strongly preferred

• Reliable transportation (in-person hours required in North Scottsdale, AZ)

• Able to commit to approximately 16 hours per week to start

Work Structure

• Hybrid (in-person in North Scottsdale + remote)

• In-person days & times are based on founder needs

• Flexible scheduling outside required in-person blocks

• 1099 Contractor position

• Starting at approximately 16 hours per week, with growth opportunities

Compensation

$25/hour to start.

Exceptional candidates with advanced systems, automation, and AI integration experience may be considered up to $30/hour. Compensation growth is tied to performance, demonstrated impact, and scope expansion as the role evolves.

Growth Potential

This role begins with founder-focused support for systems optimization.

As systems strengthen and operational capacity expands, there may beopportunities to growinto broader operational support within EverBright Minds and select non-clinical operational areas of Aspire Psychology.

How to Apply

Please submit:

1. A resume detailing relevant education and certifications plus professional experience 

2. A brief cover letter describing (all of these 4 things):

• A system you improved

• A tool you implemented that increased efficiency

• How you’ve used technology or AI to streamline work

• Why this role appeals to you