Remote Executive Assistant

About the job

Executive Assistant / Virtual Assistant — Ty Boyd Inc

Location: Remote (Eastern Time Zone strongly preferred)

Hours: 10–15 hours/week (potential to grow)

Compensation: $28–$30/hour

Type: Part-Time, 1099 Contract

Reports To: Carlyn Lawson, COO

US-BASED CANDIDATES ONLY

This search is conducted by Systems to Scale on behalf of Ty Boyd Inc.

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ABOUT TY BOYD INC

Ty Boyd Inc has been a leading name in communication and leadership training for decades. Based in Charlotte, NC, our programs genuinely transform how people communicate, lead, and connect. We're small enough that everyone matters, but established enough to carry a strong national reputation. We're in an exciting growth phase and looking for the right person to help build the operational foundation for what's next.

Our culture is warm but professional. We care deeply about client relationships and the quality of our programs. Details matter. Going the extra mile is the standard, not the exception.

Our Core Values:

• Others-Focused
• Humbly Confident
• Kind & Respectful
• Strives for Excellence
• Honesty & Integrity
• Legacy Matters

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WHY THIS ROLE EXISTS

Our COO is wearing too many operational hats. As we grow, she needs a detail-oriented, tech-savvy EA to take ownership of the day-to-day systems so she can focus on business development, client relationships, and teaching. This role is the backbone of our operations.

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WHAT YOU'LL DO

Client Communication & Onboarding

• Send templated onboarding emails (contracts, facilitator introductions, logistics coordination)
• Follow up on unsigned contracts, unpaid deposits, and incomplete forms
• Send pre-session reminder emails and coordinate handoffs to the logistics team
• Manage the info@tyboyd.com inbox and route communications appropriately
• Provide a white-glove client experience in every interaction

CRM & Deal Management (PipeDrive)

• Track and update deal stages across all service lines
• Maintain accurate records for individual enrollment, corporate enrollment, and one-day sessions
• Add new program dates and ensure data integrity
• Support PipeDrive automation monitoring and troubleshooting

Calendar & Scheduling

• Manage the COO's calendar, including scheduling client calls, internal meetings, and program events
• Coordinate scheduling across clients, facilitators, and internal team
• Create calendar invites for upcoming sessions and coordinate availability

Billing & Invoicing

• Send deposit and final course fee invoices via QuickBooks
• Follow up on unpaid invoices and approaching due dates
• Navigate corporate payment portals for larger clients (training provided)
• Note: Full bookkeeping is handled by a separate bookkeeper

Facilitator Coordination

• Request facilitator availability for upcoming programs
• Track blackout dates and manage scheduling logistics
• Send facilitator-related communications and reminders
• Coordinate post-session debrief forms and follow-up

Post-Program & Nurture

• Ensure PipeDrive records are updated post-session (tagging, stage updates)
• Coordinate certificate and LinkedIn badge distribution
• Manage 90-day nurture check-in email sequences

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