Inbox Management Jobs in Rochester, NY (NOW HIRING)

Who This Role Is For

You love being the person who knows what’s going on, what’s coming next, and what needs attention before anyone asks. You’re an experienced Executive Assistant who understands that exceptional support is equal parts organization, anticipation, judgment, and follow-through. You absorb context quickly, connect dots others miss, and look ahead to catch issues and opportunities. You’re a nuanced communicator who can learn the founder’s voice and thinking well enough to represent her across people and situations. Accuracy and consistency are key; you take pride in knowing the details and getting them right. You don’t just want to do great work for a company you respect; you want your work to matter and your company to make a difference in the lives of those it serves. And you get satisfaction from creating momentum behind the scenes, helping the founder stay focused, move faster, and accomplish more.

Please note, this is not a remote position and it requires a residence close enough to our Fairport, NY office that in-person work is feasible.

About Babies & Bumps

Babies & Bumps is an education-first consumer event series built for parents with a baby on the way or a new one at home. We produce intentional, highly curated, in-person events in 15 cities nationwide to connect attendees with trusted experts, respected brands, and high-quality local resources at the moment they need them most.

We’re a small, high-performing team that moves quickly, gets energized by doing great work, and cares deeply about the experience we create – both for the families and event partners we serve.

The Position

The Executive Assistant is the founder’s right hand to create the organization, context, and follow-through that allow her to stay focused on where she can have the greatest impact.

You’ll be deeply involved in the information flowing into and out of her day: managing a high-volume inbox, drafting correspondence, coordinating her calendar and travel, organizing leads and prospects, tracking commitments, and keeping priorities from falling through the cracks. You'll also support partnership development, managing outreach and follow-up with prospective partners, responding to inquiries, sharing materials, and coordinating calls through the point of commitment. 

The best support is also forward-looking. You’ll be expected to anticipate what’s coming, recognize when something doesn’t look right, surface opportunities and connections, and take initiative rather than waiting for the next assignment. Over time, success means becoming so fluent in the founder’s priorities, preferences, and way of thinking that you know what she’ll need (often before she does).

You’ll also have the opportunity to attend one or two events a year – to meet our travel team, see how your work supports the experience on the ground, and connect more deeply with what we do and why it matters. And as Babies & Bumps continues to scale across new cities and seasons, there’s real opportunity to grow with it.

Key Responsibilities

While the responsibilities below reflect the primary focus of the role, no two weeks look exactly the same. Priorities naturally shift throughout the season, and this role is designed for someone comfortable moving between responsibilities, adapting as needed, and helping elevate the overall experience we create.

Inbox Management

• Take day-to-day ownership of the founder's inbox by prioritizing messages, drafting responses in her voice, tracking outstanding items, and ensuring important and time-sensitive communication receives attention.
• Track meeting notes, commitments, introductions, action items, and deadlines through completion.
• Identify and appropriately escalate urgent, sensitive, or high-priority matters.
• Anticipate upcoming needs, catch potential issues early, and surface opportunities, ideas, and connections.
• Serve as a polished and responsive point of contact for (mostly) business and (occasional) personal correspondence.

Calendar Management

• Manage founder's calendar, factoring in travel, workload, priorities, preparation time, and changing needs; this includes scheduling, confirmations, managing conflicts, and coordinating across time zones.
• Protect founder's time by prioritizing requests, identifying urgent matters, and determining which meetings and calls require her involvement.
• Handle last-minute changes and sensitive situations professionally and discreetly.

Partnership Development Support

• Process partnership inquiries, categorize in our CRM, and evaluate based on our proprietary criteria.
• Respond to new leads on founder's behalf, using strong judgment and persuasive written communication to build interest, establish rapport, and convert qualified opportunities into a conversation.
• Follow up with leads after conversations to share media kits and support through partnership finalization.
• Work closely with founder and Marketing & Events Coordinator to maintain and create accurate records in our CRM, run reports, and update associations.

Business & Team Support

• Maintain enough context across the founder's work to answer team questions on her behalf, and communicate decisions, updates, and changes accurately when needed.
• Identify ways to improve how executive support and related administrative processes are handled, bringing experience and ideas to make the role, and the founder, more effective.
• Support business and personal travel, including reservations, changes, and related logistics.
• Pitch in on welcome bag and gift bag assembly during event season.
• Co-manage the hello@ inbox, rerouting inquiries to our team and responding to attendee questions.

Requirements

Experience & Skills

• Experience & Education: 3-5+ years of experience directly supporting an executive, founder, or senior leader is required. A bachelor's degree is preferred, though significant relevant experience may substitute.
• Technical Skills: Comfort in the Apple/Mac ecosystem, proficiency in delegated Google inbox management and Microsoft Office Suite, as well as project management, calendar, and CRM applications, and general tech-savviness with an openness to learning new platforms. 
• Communication: Exceptionally strong written and verbal communication skills. Ability to navigate nuance, communicate clearly and professionally with partners, vendors, and internal team members, and to confidently and accurately communicate on the founder's behalf with brands, medical professionals, and senior leadership. 
• Organization & Accuracy: Impeccable attention to detail and the ability to manage information, priorities, deadlines, and open loops with a very high degree of accuracy and consistency.
• Executive Judgment: Proven ability to anticipate needs, exercise discretion, recognize what needs attention, and know when to act independently versus when to seek input / direction.
• Travel Requirements: Ability to attend 1-2 events per year to interact in-person with our travel team, experience our events, and see our work come to life.
• Physical Requirements: This role is primarily desk-based, with a few hours of hands-on involvement per event – including occasionally moving and lifting materials (typically 10–20 lbs), pitching in with welcome bag and gift bag assembly, and time on your feet in our office. Reasonable accommodations will be made for individuals with disabilities.

How You Work

• Highly organized with exceptional attention to detail – you notice what others miss and keep things consistently accurate and on track 
• Proactive and anticipatory – you're constantly thinking about what's next, what could become a problem, and what might be an opportunity
• Self-directed – you don't wait for work to be assigned; you see what needs attention and move forward
• Resourceful – you think creatively, take initiative on finding answers, and know when to dig in or seek support
• Perceptive – you absorb context, notice patterns, and connect the dots others may miss
• Nuanced – you understand that different people, relationships, and situations require different approaches
• Service-minded – you genuinely enjoy making things easier and more effective for the person you support
• Systems-focused – you appreciate good structure, follow it consistently, and understand that how things get done matters as much as checking them off the list
• Discreet and trustworthy – you handle sensitive and confidential information with professionalism
• Adaptable – you adjust quickly, stay curious, and build the context that allows you to become increasingly effective over time
• Comfortable in a dynamic, founder-led environment – you thrive on a small, high-performing team where there are lots of moving pieces and everyone wears a few hats

Passion & Purpose

We're looking for someone with genuine enthusiasm for what Babies & Bumps does, the parents we serve, the communities we support, and the partners who make it all possible.

Benefits

This is a full-time, salaried position based in our Fairport office, with some work-from-home flexibility.

• Compensation: $50,000 to $60,000 annually, based on experience
• Health Insurance: Monthly reimbursement available
• Time-off: 15 days vacation, 5 sick days, and 7 paid holidays – plus flexibility for appointments and life outside of work, and a company-wide closure the last week of the year, so everyone gets to fully unplug and recharge.
• Additional Perks:
• Direct access to leadership and close collaboration with a small, experienced team
• Opportunity for professional development and advancement as we scale
• Meaningful impact on thousands of parents and babies across the country

At Babies & Bumps, we believe that having a team of diverse backgrounds and voices working together will enable us to create innovative experiences that improve the way people live, learn, communicate, and grow. We’re proud to be an equal opportunity employer and firmly believe that our work is best when everyone feels free to be themselves.