Administrative/Executive Assistant

Conquer Pickleball

Schedule: Full-time, Monday through Friday, 8 AM to 5 PM ET. Flexibility required for executive priorities, deadlines, special projects, and travel coordination.

Employment Type: Full-time

Experience Level: 5+ years supporting Founders, CEOs, or senior leadership teams

Language Requirement: Excellent written and verbal English communication skills

About Conquer

Conquer Pickleball runs adult and youth pickleball programming across NYC. This is a hands-on, high-ownership role supporting the Founder directly across sales, client operations, invoicing, contract scheduling, tracking payments, follow-ups, and other logistical and personal matters.

Role Overview

We are seeking an experienced Executive Assistant to provide direct support to the Founder in a fast-paced, high-growth environment. This role is ideal for a professional who has previously supported Founders, CEOs, or C-level executives and can quickly integrate into a dynamic organization with minimal training.

The successful candidate will act as a trusted partner to the Founder, managing sales, client, and financial operations, improving efficiency, and supporting organizational growth. You will also operate our Claude Code AI agent workflows on the Founder's behalf. The ideal candidate is extremely organized, has extraordinary attention to detail, is proactive, adaptable, resourceful, and comfortable working within a direct, results-oriented executive communication style. The candidate should be comfortable working under pressure and working quickly to meet time-sensitive, same-day, and same-hour deadlines.

Key Responsibilities

Sales & Client Operations

• Handle end-to-end client communication: sales outreach, meeting coordination, pricing negotiation, program agreement and invoice generation, program scheduling, equipment drop-offs, and payment collection

• Draft and generate program agreements and client-facing documents

• Onboard new clients to our software and onboard new coaches

• Call clients for last-minute emergencies

Invoicing, Payments & QuickBooks

• Generate and send program, equipment, and combined invoices in QuickBooks

• Own QuickBooks as the financial system of record: keep invoices, AR aging, and payment status current, reconciled, and accurate at all times

• Follow up with clients for payments and record them promptly

• Run payroll and communicate with employees and contractors on any discrepancies

Systems & AI Operations

• Operate our Claude Code AI agent workflows on the Founder's behalf: review AI-drafted emails, invoices, and briefings, and correct them as needed

• Update internal CRMs and dashboards for live tracking of program status and lead pipeline • Maintain the Notion task tracker and document organization system

• Create SOPs for workflows to stay organized and help scale the team

Program & Vendor Operations

• Process purchase orders through vendor portals and manage related correspondence • Coordinate program scheduling, equipment drop-offs, and coach staffing

Travel & Admin

• Coordinate domestic and international travel arrangements

• Prepare documents, reports, presentations, and correspondence

• Anticipate executive needs and implement solutions with minimal direction

Communications & Calendar

• Manage the Founder's email in Superhuman

• Manage the Founder's calendar, scheduling, and meeting coordination

Requirements — Must Have

• Obsession with organization and an extraordinary sense of attention to detail

• 5+ years of Executive Assistant experience supporting Founders, CEOs, C-level executives, or senior leadership teams

• Experience with invoice tracking and financial recordkeeping in QuickBooks

• Experience doing sales outreach

• Ability to work in a high-growth, chaotic, and fast-paced environment

• Comfortable receiving direct feedback and working with a straightforward communication style

• Ability to maintain professionalism and not take blunt or concise communication personally

• Familiarity with Claude and Claude Code

• Document organization in Notion

• Ability to work independently with minimal supervision

• Strong technology proficiency and ability to quickly learn new systems

Preferred Qualifications

• Experience with Superhuman

• Experience with vendor or procurement portals

• Proven ability to proactively suggest and implement solutions rather than simply executing assigned tasks

Key Technical Skills

Notion, Claude, Claude Code, QuickBooks, Canva, Superhuman (preferred)

What We're Looking For

• Communicates professionally, clearly, and concisely • Is comfortable supporting a highly direct and fast-paced executive

• Does not take direct feedback or straightforward communication personally

• Can quickly adapt to changing priorities and business needs

• Executes fast and precisely with minimal supervision and takes ownership of responsibilities

• Is proactive, resourceful, and solution-oriented

• Maintains composure under pressure

• Demonstrates resilience, adaptability, and accountability

• Is invested in team success and willing to go above and beyond when business needs require it

• Consistently looks for opportunities to improve systems and processes

Success in This Role

• Quickly integrate into the organization and operate with minimal training

• Build trust with the Founder through reliability and execution

• Improve efficiency by creating and maintaining effective processes

• Consistently manage competing priorities without sacrificing quality

• Demonstrate excellent judgment, discretion, and professionalism

• Free up the Founder's time

Reporting Structure

Reports directly to the Founder. 5-10 minute meetings every morning to go over the day. Earlier mornings are expected on mornings where the Founder is traveling or needs to be up early.