Location: In-Office (Indianapolis Area)
Reports To: CEO (Travis Brown) & COO (David Kahn)
Role Type: Executive Assistant
Role Purpose
This role exists to increase leadership effectiveness by organizing, preparing, and executing the work that enables the CEO and COO to make fast, informed decisions.
The EA is responsible for preparing information, coordinating execution, and making it easy for leadership to say yes, no, or what’s next.
Core Values & Expectations
At Team Image, every team member is expected to consistently demonstrate our Core Values:
- We Care – Our people and clients matter. We build strong relationships and support our team.
- We Rep the Brand – We show up with energy, pride, and professionalism every time.
- We Own It – We take responsibility, solve problems, and follow through.
- We Learn. We Teach. We Grow. – We stay coachable, improve daily, and help others grow.
- We Focus on the Client Experience – Every role, every decision, every interaction should help create a great client experience.
Expectation: Performance is measured not only by results, but by how consistently these values are demonstrated.
5 Key Responsibilities
- Leadership Support, Calendar & Priority Management
Manage and optimize CEO and COO calendars, priorities, and day-to-day responsibilities to ensure leadership is prepared, focused, and operating efficiently.
- Manage and optimize daily calendars, scheduling, and priority alignment
- Coordinate ongoing personal and professional commitments
- Prepare agendas, materials, and briefing documents for meetings
- Organize information and next steps to support decision-making
- Anticipate needs and proactively remove friction from leadership schedules
Outcome: Leadership is consistently prepared, time is protected, and day-to-day responsibilities are handled efficiently.
- EOS Execution & Meeting Management
Manage the operational administration of EOS to ensure consistent execution, accountability, and follow-through across the organization.
- Prepare agendas and materials for L10 and leadership meetings
- Track Rocks, To-Dos, and Issues List with full visibility
- Ensure follow-up and accountability on all action items
- Maintain scorecard updates and meeting documentation
- Support job description development and onboarding alignment
Outcome: The company operates consistently on EOS with clear accountability and visibility.
- Special Projects
Execute one-time or project-based initiatives assigned by leadership across key areas of the business.
- Conduct research and gather information to support decision-making
- Coordinate cross-functional projects across HR, Sales, Client Experience, and Production
- Manage timelines, communication, and deliverables for assigned initiatives
- Handle logistics and execution of key business priorities
- Ensure follow-through and completion of all assigned projects
Outcome: Key initiatives are completed efficiently and aligned with leadership priorities.
- Uniform Coordination & Vendor Management
Support the coordination and execution of the company’s sublimated uniform programs by working closely with Brand Managers, Client Success Managers, designers, and vendors.
- Coordinate communication with domestic and international uniform vendors
- Learn product specifications, timelines, and uniform program processes
- Assist with design builders, mockups, and uniform setup coordination
- Help ensure artwork, rosters, sizing, and order details are accurate and complete
- Track timelines, approvals, and production updates for uniform orders
Outcome: Uniform programs are organized, communicated clearly, and executed efficiently with accuracy and consistency.
- Marketing & Content Execution
Support leadership in building and maintaining consistent brand visibility through content and communication.- Draft and coordinate LinkedIn and company content
- Work with designers, video, and web teams to execute content
- Manage content calendar and posting cadence
- Assist in developing messaging and communication materials
- Ensure consistency in brand voice and presence across platforms
Outcome: Leadership and company brand are consistently visible and positioned in the market.
- HR Coordination & Employee Experience
Support and coordinate core HR processes to ensure a consistent and professional employee experience.
- Coordinate recruiting, interview scheduling, and candidate communication
- Manage onboarding and offboarding processes
- Prepare and organize employment offers, contracts, and documentation
- Track PTO requests and maintain HR records and systems
- Coordinate employee setup (equipment, email, systems) and onboarding materials
Outcome: Employees are supported through a consistent, organized, and professional experience.
Measurables (Scorecard)
- % of To-Dos Completed On Time (Target: 90%+)
- Rocks On Track (Weekly Accuracy)
- Calendar Optimization (Weekly Review Completed)
- CEO & Company Weekly Content Output (5 posts per week)
Key Skills & Competencies
- Elite organization and attention to detail
- Proactive problem-solving
- Strong written and verbal communication
- Ability to work directly with leadership
- Tech-savvy (calendar, project tools, content tools)
Work Environment & Expectations
- In-office role (Indianapolis area)
- Standard hours: 8:30 AM – 4:30 PM
- Daily proximity to leadership required
- Flexibility for occasional remote work (task-based)
- Occasional extended hours for key initiatives/events
Compensation & Incentive Structure
- Base Salary: $50,000 annually
- Bonus Opportunity: Performance-based, tied to role effectiveness and company performance
- Paid Time Off: 2 weeks annually
Additional Benefits:
- Local travel considered standard commute
- Out-of-area travel reimbursed (mileage and accommodations)
Success Definition (First 90 Days)
- Calendars are proactive and structured
- EOS meetings run efficiently with clear follow-through
- 90%+ To-Do completion rate achieved
- CEO content posting consistently
- Leadership feels more focused, organized, and less reactive
Role Expectation
This role requires flexibility, responsiveness, and a “no task too small” mindset. The Executive Assistant is responsible for simplifying complexity, preparing decisions, and ensuring execution—so leadership can stay focused on the highest-impact priorities.
