Executive Assistant to Co-Founder, President & Head of Production

About Impact Theory

Impact Theory is a mission-driven modern media company dedicated to creating positive change in people’s lives through entertaining and empowering content. With an integrated studio model, Impact Theory develops and produces video games, webcomics, film & TV, and world-class YouTube and podcast content, which has garnered half a billion views on YouTube alone. Regardless of format, Impact Theory’s content underscores the company’s mission to foster a global growth mindset through ideas and entertainment.

About the Role

Reporting to the President & Head of Production, Lisa Bilyeu, the Executive Assistant will serve as the primary force managing both professional and personal aspects of President’s life, ensuring seamless day-to-day operations. This high-level role requires exceptional organizational skills, an ability to navigate high-pressure environments, and discretion in handling sensitive matters. The role encompasses scheduling, travel coordination, event planning, administrative and production support, personal assistant duties, and acting as a key gatekeeper and decision-maker. The Executive Assistant will work on-site alongside President, collaborating with staff, vendors, and independent contractors to ensure both executive operations and production workflows are optimized.

Key Responsibilities

• Manage the President’s complex and dynamic calendar, proactively prioritizing inquiries, meetings, and production schedules while troubleshooting conflicts.
• Provide high-level administrative support to ensure President can effectively lead and strategize across both executive and production domains.
• Anticipate President’s needs and proactively resolve challenges in an efficient, solutions-oriented manner.
• Serve as the primary liaison for internal and external stakeholders in matters related to both executive leadership and production coordination.
• Keep President informed of upcoming commitments, deadlines, and production milestones.
• Maintain exceptional relationship management with high-level professionalism and courtesy, representing President and Impact Theory at the highest standard.
• Handle confidential matters with utmost discretion, especially those that impact company operations, productions, and brand partnerships.
• Coordinate extensive travel arrangements, including multi-location production travel, and manage corresponding expense reports.
• Prepare detailed reports, production decks, PowerPoint presentations, agendas, and other critical documents to support business and production objectives.
• Be available on-call for urgent matters outside standard business hours (Monday - Friday, 9 AM - 6 PM PST), including production emergencies.
• Adapt to last-minute schedule changes and shifting production priorities as needed.
• Assist with both personal and professional event planning, ensuring seamless execution.
• Support production needs, including set coordination, logistics planning, and interfacing with production teams.
• Manage correspondence across multiple communication channels (email, text, phone, Slack, verbal, etc.), ensuring timely and strategic responses.
• Serve as a thought partner and problem solver for President, providing strategic insight and assistance in decision-making.
• Conduct research and compile briefing materials to prepare President for meetings, media appearances, and business engagements.
• Oversee special projects and initiatives as assigned, ensuring timely execution and completion.
• Create and maintain organizational systems to improve workflow and efficiency.
• Act as a culture champion by reinforcing company values and ensuring alignment with executive priorities.
• Exercise a high degree of emotional intelligence, professionalism, and discretion when interfacing with high-profile individuals, stakeholders, and production teams.
• Maintain an exceptional level of personal organization, ensuring all documents, logistics, and resources are well-managed.
• Handle personal assistant duties, including running errands, managing household-related tasks, coordinating personal appointments, and ensuring personal needs are met efficiently.
• Coordinate gift purchasing, special occasions, and personal travel arrangements as needed.
• Perform additional duties and responsibilities as assigned.