Executive Support & Special Projects Coordinator

This role includes meaningful executive support responsibilities and requires strong instincts around calendar management, communication triage, follow-through, and protecting leadership focus.

At The Transition Strategists, we help privately held and family business owners navigate succession with clarity, care, and long-term thinking. Through our Evolve program, we guide families through a 12-month journey focused on legacy, continuity, and harmony.

We are in an important stage of growth. Our team is expanding, our systems are becoming more sophisticated, and our ability to serve more families depends on increasing leadership capacity without increasing chaos.

We are looking for a highly organized, proactive, entrepreneurial operator to support Founder Elizabeth Ledoux and President Andrea Carpenter. This is a high-trust, high-visibility role for someone who loves bringing order to motion, turning conversations into action, and helping a growing business run better.

This is not a quiet administrative seat. It is a coordination-and-execution role for someone who gets real satisfaction from follow-through, momentum, and making sure important priorities do not stall.

You will be creating leverage for leadership by owning executive coordination, meeting rhythm, follow-up, project support, and operational continuity across key priorities.

Why this role matters now

We are scaling the business and our President is preparing for a season of parental leave starting in August 2026. ‘You will be a critical part of keeping the business running smoothly during Andrea’s maternity leave. For the right person, this is an opportunity to step into meaningful ownership quickly and make a visible impact.

What you’ll own

Executive support for Elizabeth

• Manage Elizabeth’s calendar and inbox with sound judgment, strong prioritization, and proactive communication
• Handle scheduling, triage, drafting, follow-up, and meeting logistics so she can stay focused on clients, growth, and strategic work

Leadership meeting rhythm

• Prepare agendas, gather materials, capture notes, and track follow-up actions across recurring meetings for Elizabeth and Andrea
• Ensure meetings are prepared, documented, and translated into clear next steps, owners, and deadlines

Project coordination across strategic priorities

• Maintain visibility across active initiatives, timelines, owners, blockers, and dependencies
• Coordinate major priorities and keep them moving between meetings rather than letting them drift
• Follow up assertively and professionally when deliverables are at risk

Operational continuity during high-capacity seasons

• Maintain coordination during travel, events, and parental leave
• Keep critical projects, decisions, and communication from slipping through the cracks

AI-forward execution

• Use AI tools as a real part of your daily workflow
• This may include summarizing meetings into action plans, drafting communication, researching quickly, improving documentation, creating repeatable workflows, and helping reduce hours of administrative drag
• You do not need to be an engineer, but you should already use AI in practical ways and be excited to help a team work smarter

Tools and systems support

• Help leadership consistently use and improve the systems that keep the business running
• Work inside platforms such as Google Workspace, Teamwork, GoHighLevel, Ninety.io, dashboards, and documentation hubs
• Support process clarity, not just task completion

Cross-functional coordination

• Coordinate deliverables across team members, contractors, and internal leaders
• Ensure priorities stay visible and progress is measurable
• Surface blockers early rather than waiting for leadership to discover them
• Take ownership of important special projects that need a clear driver and steady follow-through

What success looks like in the first 90 days

• Elizabeth’s calendar and inbox run smoothly without requiring her to manage the system herself
• Leadership has materially more time for strategic work, with a target of 8–10 hours/week reclaimed
• Recurring meetings are consistently prepared, documented, and followed through
• Active strategic priorities are visible in one operating system with clear owners, deadlines, and next steps
• You are already using AI and systems to reduce friction and compress repeatable work
• Communication and project continuity remain strong during a high-capacity season
• You become known as the person who helps things move, not the person who waits to be told

You may be a fit if you have:

• Supported a founder, executive, or leadership team in a small business, growth-stage company, or entrepreneurial environment
• A track record of turning conversations into action items, owners, and deadlines without being asked
• Experience following up with tact and firmness when deliverables are at risk
• Fluency with modern tools (Google Workspace, project manageme

• nt platforms, CRMs) and a habit of making them actually work
• Daily, practical use of AI tools — and opinions about which workflows hold up and which do not
• Strong written communication

You’ll likely thrive here if you are:

• Obsessively reliable and energized by follow-through
• Calm when priorities shift and information is incomplete
• Drawn to supporting visionary leaders without needing to be the center of attention
• Organized without being rigid
• Comfortable trusting your judgment when instructions are imperfect
• Motivated by helping a growing business run better, not by setting strategy yourself

This role is probably not for you if:

• You want a highly predictable, low-change administrative job
• You resist detail ownership or follow-through work
• You want to spend most of your time setting strategy rather than executing it
• You need constant direction in order to move
• You dislike following up with others or holding threads until they are complete
• You are curious about AI, but do not yet use it in your daily work

Who you’ll work with

You’ll work most closely with Elizabeth Ledoux, Founder, and Andrea Carpenter, President, while coordinating across a small, collaborative team that includes internal leaders, contractors, and client-facing guides.

Elizabeth is a visionary, relational founder who moves quickly and cares deeply about the families we serve. This role is best suited for someone who enjoys anticipating needs, creating structure, and helping a fast-moving leader stay focused on what matters most.

Logistics

• Structure: Full-time, salaried
• Location: Primarily remote in Colorado, with 2–3 in-person working days per month and occasional in-person team gatherings or events
• Start date: Ideally June 2026
• Travel: Occasional travel may be required for team events, planning sessions, or client-related support
• Compensation: $60,000–$75,000 annually, commensurate with experience
• Benefits & Perks:
  • Retirement: Roth IRA with company match
  • Paid time off: PTO offered (allotment scales with tenure)
  • Professional development: We invest in your growth and will fund a personal or professional development course of your choosing each year
  • Team retreats: 1-2 in-person team retreats per year
  • Note on health insurance: We do not currently offer employer-sponsored health insurance. We recommend factoring this into your compensation evaluation.
• Equipment:
• Laptop provided
• External monitor and mouse available on request
• Support for your remote work setup

Hiring process

We will begin reviewing applications on a rolling basis. Selected candidates can expect:

• An initial screening conversation
• Completing a personality assessment
• 1–2 interviews
• Timely communication throughout the process

How to apply

Please send your resume and a short note to [email protected] answering these two questions:

1. Tell us about a time you kept a fast-moving leader or team on track and made sure something important did not get dropped.
2. Tell us how you use AI in your current work and what you have built, improved, or automated with it.

Equal opportunity

The Transition Strategists is committed to building a thoughtful, inclusive team. We welcome candidates from a wide range of backgrounds and experiences and do not discriminate on the basis of race, color, religion, sex, gender identity, sexual orientation, age, national origin, disability, veteran status, or other protected characteristics.