About the Work

This role will be the primary support role for Barrett Brooks, CEO of both Presence-Based Coaching and Good Work. Presence-Based Coaching has a 20-year legacy of delivering world class coach certification training programs to aspiring and experienced executive, leadership, and developmental coaches, as well as leadership development training programs within teams and organizations. Good Work is the umbrella for Barrett's 1:1 executive coaching work with world class creators, his podcast (Good Work with Barrett Brooks), and Little Leadership Lessons (his weekly newsletter).

Our collective mission is to help high-performing creators, leaders, and entrepreneurs transform their inner lives so they can thrive in their outer world: their companies, their families, and their communities.

We work with:

• Seven-figure creators at the top of their industries
• Mission-driven entrepreneurs navigating major inflection points
• Leaders and coaches committed to presence, wholeness, and deep service

We support them through:

• 1:1 coaching
• Group coaching programs
• Leadership development training (Presence-Based Leadership)
• Coach certification training (Presence-Based Coaching)
• Writing & podcasting

About the Role

Important: this role requires you to be based in Portland, Oregon full-time, with in-person working sessions multiple times per week.

This is not a traditional EA role. It is a high-level Executive Business Partner position designed for someone who wants to grow into a Chief of Staff over time. This role exists to make sure I have the most leverage possible from my time. It's important that you know who you'll be working with so closely, so I've put together this guide to understanding and working with me.

You will serve as the primary integrator across my coaching business, content creation, travel, personal rhythms, community, and the scaling of Presence-Based Coaching. Your job is to free up my time, energy, and attention for the work only I can do:

• Creating vision and strategy
• Leading the team
• Coaching with clients
• Writing and podcasting
• Delivering training
• Speaking

It will be your job to build the systems that help everything else run smoothly.

This role blends:

• Executive assistant
• Client experience lead
• Research coordinator
• Podcast guest manager
• Community & relationship manager
• Wellness & logistics organizer
• Travel strategist
• Second brain builder
• Rhythm & routine architect

Who This Role Is For

This is a role for someone who loves being at the center of a founder's world, not someone who wants to tolerate it. You'll thrive here if you are:

• Deeply organized & operationally brilliant: You love bringing order to complexity, building elegant systems, and keeping trains running on time... even when there are 14 trains and 9 different destinations.
• Emotionally intelligent: You can handle emotional nuance, high-stakes client situations, and relational complexity without absorbing it.
• Steady, grounded, and proactive: You feel energized, not overwhelmed, by being someone's right hand.
• Detail-obsessed: You catch the things other people don't. You love precision. You care about the small touches.
• Relationship-oriented: You understand that high-performing people feel lonely and unseen. You treat clients, guests, and partners with warmth, presence, and professionalism.
• Hungry to grow: You're looking for more than “admin work.” You want strategic exposure, real autonomy, and a path to greater responsibility.
• Based in Portland, OR and excited to work in-person: You appreciate that some of the most important work happens at a kitchen table, a whiteboard, or together during deep work sessions.

Who This Role Is Not For

Do not apply if:

• You want a predictable corporate job
• You get overwhelmed easily
• You want a narrow, task-oriented role
• You need to be told exactly what to do
• You avoid emotional intensity of your work (our coaching and training work is deeply personal to our clients and students)
• You prefer rigid boundaries over dynamic partnership
• You struggle to manage many moving pieces
• You dislike being involved in a founder's whole ecosystem

Your Core Responsibilities

1. Executive Operations & Rhythm Management 1. ****Fully manage calendars, email inboxes, and scheduling to help me prioritize what's most important and reach our goals 2. Ensure no meetings before 10am, no more than two coaching sessions/day, no meetings after 3:30pm unless approved 3. Maintain weekly non-negotiables (Thursday date night, alternating Friday off, wellness cadence, etc.) 4. Coordinate all personal and family appointments to preserve energy, focus, and recovery 5. Hold the line on priorities Barrett might otherwise overcommit to 6. Run weekly in-person working sessions to process inbox, tasks, and follow-ups 7. Maintain habit trackers, systems, and digital organization across tools
2. Client Experience & Relationship Management 1. Create a world-class ecosystem for coaching clients 2. Own client onboarding, scheduling, renewals, completion, midpoint check-ins 3. Build a system for delivering recordings, transcripts, and notes automatically 4. Track birthdays, milestones, illness, life events to help clients feel supported and cared for 5. Anticipate client churn risk before it happens 6. Ensure every client has access to sessions at times that work for both of us 7. Support Barrett in maintaining high-level relational presence and connection 8. Manage gifting, card sending, and meaningful touchpoints
3. Podcast Guest & Research Operations 1. Prepare research dossiers and background briefs 2. Coordinate outreach, scheduling, prep, and hospitality 3. Track down hard-to-find contact info and secure warm intros 4. Ensure each guest has a world-class experience from start to finish 5. Send personalized follow-up notes, gifts, and targeted intro requests after episodes go live
4. Content & Writing Support 1. ****Ensure weekly newsletter rhythm is maintained 2. Upload and organize client notes for writing and content needs 3. Coordinate needs from all marketing contractors (podcast, LinkedIn, Instagram) to prioritize my time for content production 4. Create systems for turning book and written notes into usable digital content
5. Community & Network Stewardship 1. ****Maintain the top 100–150 most important relationships in Barrett's world 2. Maintain birthdays, life updates, and touchpoints 3. Coordinate sending 3x per year life updates 4. Share relevant articles, ideas, or connections to keep relationships warm 5. Coordinate dinners, lunches, and events when traveling 6. Support outreach around:
   1. Podcast guests
   2. Coaching referrals
   3. Leadership training opportunities
   4. Coach training recruitment
6. Presence-Based Coaching (PBC) Operations Support 1. ****Work directly with PBC CMO on marketing assets and audience-building 2. Work with PBC student experience manager on logistics, travel, and training preparation 3. Ensure course materials, manuals, and prep work are prepped for all trainings 4. Prepare quarterly updates for investors, partners, and the PBC community
7. Wellness & Lifestyle Support 1. ****Maintain recurring rhythm with all relevant health providers 2. Ensure all wellness appointments support performance and recovery 3. Coordinate with travel schedules to reduce fatigue and improve sustainability
8. Travel Logistics & Event Coordination 1. ****Plan travel with attention to food, hydration, energy management, recovery, and constraints 2. Prioritize high-value connections in cities Barrett visits 3. Coordinate speaking gigs, workshops, and private dinners 4. Reduce friction: food, water, room setup, schedule spacing, travel recovery

What Success Looks Like in 12 Months

After your first year in the role, the ideal partner will:

• Have full ownership of calendars, inboxes, and operational rhythm
• Anticipate needs before requests arise (this post outlines a great framework for thinking about delegation of needs -- we're aiming for a minimum of goal-based delegation, but ideally 'clairvoyant delegation' as the post names it)
• Build and maintain world-class client and guest experience systems
• Support two businesses (coaching + PBC) with smooth operational flow
• Reduce mental load dramatically
• Strengthen Barrett's entire relationship and referral ecosystem
• Maintain weekly content rhythm and podcast system
• Help Barrett stay aligned with his values, health, and energy
• Are ready to take on more strategic responsibilities and grow toward Chief of Staff

What We're Looking For (Minimum Requirements)

These are the foundations that will help someone feel confident and successful in this role.

• 5+ years of experience supporting a founder, CEO, or senior leader in a fast-moving, high-responsibility environment (startup, founder-led business, or small team with big ambitions)

• A background as a senior EA, Executive Business Partner, operations lead, or Chief-of-Staff-adjacent role, where you had real ownership over calendars, priorities, systems, and follow-through—not just task execution

• Strong judgment around time, energy, and boundaries, with hands-on experience managing complex calendars and inboxes in Google Workspace

• Clear, thoughtful written communication, including emails, briefs, notes, and internal documentation that sound human and require little revision

• Comfort building and maintaining systems, with practical experience using tools like:

  • Notion or similar knowledge-management tools
  • Google Sheets / Excel for tracking and planning
  • Scheduling tools (Calendly, SavvyCal, etc.)
  • At least one project or task-management tool (Asana, ClickUp, Linear, etc.)

• Experience handling sensitive, personal, or confidential information with care, discretion, and good judgment

• Enjoyment of close partnership with a founder, across work, logistics, relationships, and priorities. This role is integrated, not siloed

• Based in Portland, OR, and genuinely excited about regular in-person work

Helpful Experience (Nice to Have, Not Required)

These aren't required, but they'll help someone ramp faster or grow further in the role.

• Experience in the creator economy, such as working with:
  • Coaches, consultants, educators, or thought leaders
    • Online courses, cohort-based programs, or memberships
      • Podcasts, newsletters, or media-driven businesses
• Podcast or content-operations experience, including guest coordination, research, prep, or post-episode workflows
• Exposure to coaching, leadership development, or adjacent fields, with comfort navigating emotionally nuanced, high-trust client relationships
• Early Chief of Staff experience or interest in growing toward a CoS-level role over time
• Experience with CRM or relationship-management systems, especially in high-touch or referral-driven environments
• Event, retreat, or travel coordination experience, particularly for founders who travel often or host intimate gatherings
• Experience supporting multiple interconnected businesses or wearing several operational hats at once
• Background in education, training, or professional services, where quality, trust, and relationships matter as much as efficiency

If you meet the core requirements and several of the nice-to-haves, you're likely a strong fit, even if your background isn't a perfect match on paper. If this role feels like a stretch in the right direction, and the kind of work you want to grow into, we encourage you to apply.

Compensation

• Salary range: $75,000–$95,000, depending on experience, scope of ownership, and readiness to take on responsibility
• Full-time, long-term role, designed as a partnership rather than a short-term contract
• Growth-oriented compensation: as the role expands and ownership of responsibilities increases, compensation will be revisited

This role is intentionally scoped for someone who wants to grow into greater responsibility over time, rather than someone already operating as a fully independent Chief of Staff.

Benefits & Support

We care deeply about sustainability, health, and long-term partnership. Benefits include:

• Health insurance - We fully cover the cost of a Silver-level ACA marketplace–equivalent health insurance plan for you. Dependent coverage and other elective benefits (dental, vision, etc.) are available at employee cost through our benefits platform
• Flexible paid time off of up to four weeks per year, including vacation and sick time
• Flexibility within clear boundaries. The work is demanding, but we care about energy, rest, and recovery
• In-person work with a human rhythm, not an “always-on” culture
• Occasional travel for retreats, events, or gatherings (with all expenses covered)

Professional Growth & Development

This role is designed to grow.

• Direct exposure to strategy, leadership, and decision-making
• Significant autonomy and trust as the relationship deepens
• Path toward Chief of Staff–level responsibility over 18–24 months, based on capability and ownership. We won't promise a title change on a timeline, but we will invest heavily in your development.
• Learning by proximity to high-performing creators, entrepreneurs, and leaders
• Coaching-adjacent environment that values reflection, growth, and self-awareness
• And at every step of the way you'll operate in one of the most wholesome and empathetic team environments you've likely ever worked in.