Scale Army is hiring an Executive Assistant to serve as the operational backbone supporting the Director of Training & Development. In this role, you’ll independently manage internal training operations and anticipate the needs of a senior leader in our fast-scaling environment. You will own logistics, scheduling, coordination, and reporting across multiple programs and stakeholders.

What You'll Do

Own the end-to-end operational execution of internal training programs.
Act as the primary point of contact for trainers regarding scheduling, materials, and logistics.
Manage registration and enrollment processes for training participants.
Coordinate training schedules across multiple cities and maintain a master training calendar.
Plan and manage travel logistics for trainers and participants.
Anticipate operational risks or conflicts and proactively propose solutions.
Manage the Director of Training & Development’s calendar across training sessions and internal commitments.
Protect executive time by ensuring schedules are accurate, prioritized, and aligned with strategic goals.
Handle meeting logistics, follow-ups, and scheduling with minimal back-and-forth.
Liaise with other Executive Assistants to ensure calendar alignment across teams.
Track training-related budgets, expenses, and fees with accuracy.
Manage expense submissions and reimbursements.
Operate within delegated budget authority and escalate approvals when needed.
Prepare clear operational reports covering attendance, costs, travel status, and upcoming risks.
Serve as a central hub for training-related communication.
Coordinate asynchronously with franchise owners and internal stakeholders.
Collaborate with Executive Assistants, coaching teams, and cross-functional partners.
Ensure expectations, timelines, and logistics are clearly communicated.
Maintain organized documentation related to training programs, budgets, schedules, and SOPs.
Use Asana, Slack, and internal ChatGPT tools for task management and workflows.
Identify inefficiencies and recommend process improvements.
Support the creation and maintenance of training manuals and operational documentation.
Contribute to the adoption and refinement of AI-enabled workflows.

What We're Looking For

2+ years of experience in an Executive Assistant, administrative, operations, or program coordination role.
Experience supporting leaders with complex scheduling, logistics, and multiple stakeholders.
Proven ability to operate independently with high ownership.
Exceptional organizational and time-management skills.
Strong written and verbal communication in asynchronous environments.
Experience managing budgets, expenses, and basic reporting.
High attention to detail while managing multiple priorities.
Strong systems mindset with comfort using checklists, processes, and tools.
Reliability, discretion, and professionalism in handling sensitive information.
Proactive, ownership-driven, and adaptable in a fast-paced environment.
Willingness to adopt new tools, including AI-based workflows.

Technical Stack

Asana
Slack
ChatGPT

Team & Environment

You will directly support the Director of Training & Development. Scale Army is a fast-scaling organization committed to excellence, learning, and operational clarity. You'll join a culture that invests intentionally in operational excellence and provides exposure to elite coaching and development environments.