Job description · Admin and executive support · Full-time
Inbox Manager job description
An inbox manager gets a founder to inbox zero and keeps them there. They sort, answer, file, and escalate email with rules the founder agrees on, so the founder reads only what truly needs them.
Responsibilities
- Process the inbox several times a day using agreed labels and rules
- Reply to routine messages from approved templates in the owner's voice
- Escalate decisions in one daily summary instead of a stream of pings
- Unsubscribe, filter, and archive low-value mail
- Track threads awaiting replies from others and nudge when due
- Maintain a library of reply templates and update it weekly
- Protect sensitive mail according to clear confidentiality rules
Requirements
- Excellent written English with a natural, matching tone
- Sound judgment about urgency and sensitivity
- Experience with Gmail or Outlook rules, labels, and shared access
- Discreet and trustworthy
- Consistent daily routine
- Writes short, clear summaries
Tools
- Gmail or Outlook
- Superhuman or SaneBox
- TextExpander or saved replies
- Slack
What success looks like after 90 days
- The owner reviews one daily digest instead of the full inbox
- Response time to clients drops to same day
- A template library covers most routine replies
Screening questions
Ask these before you book an interview.
- Have you managed someone else's inbox before? How large was it?
- How do you decide what to escalate?
- Write a two-sentence reply declining a meeting politely.
- This is a full-time role working set hours each business day. Can you commit to that schedule?
Interview questions
- Here are ten real-looking emails. Sort them and tell me what you would do with each.
- How do you learn someone's writing voice?
- What labels or folders would you set up on day one?
- Tell me about a time you caught an important email others missed.
- How do you handle an email you are unsure you should answer?
Hiring tip
Agree on three lists in week one: reply for me, ask me first, and never touch. Clear rules turn inbox delegation from risky to routine.
Inbox Manager hiring FAQ
What does a Inbox Manager do?
An inbox manager gets a founder to inbox zero and keeps them there. They sort, answer, file, and escalate email with rules the founder agrees on, so the founder reads only what truly needs them. Day to day, the role covers work such as: process the inbox several times a day using agreed labels and rules, reply to routine messages from approved templates in the owner's voice, and escalate decisions in one daily summary instead of a stream of pings.
How much does it cost to hire a full-time Inbox Manager from the Philippines?
We place a full-time Inbox Manager from the Philippines for $1,800 a month. Every candidate passes our top 2% vetting, starts within 14 days, and comes with a 1-week trial backed by a replacement or refund. The price is a flat monthly rate for a dedicated full-time hire.
What skills should a Inbox Manager have?
Look for: excellent written English with a natural, matching tone, sound judgment about urgency and sensitivity, experience with Gmail or Outlook rules, labels, and shared access, and discreet and trustworthy. Common tools include Gmail or Outlook, Superhuman or SaneBox, TextExpander or saved replies, and Slack.
What should a Inbox Manager achieve in the first 90 days?
The owner reviews one daily digest instead of the full inbox, response time to clients drops to same day, and A template library covers most routine replies.
Can I copy and edit this Inbox Manager job description?
Yes. Copy it with one click, edit it for your business, and post it anywhere. For a version built from your own task list, open it in our free job description generator, or book a strategy call and we will find the hire for you.
Want us to find your Inbox Manager?
We place a full-time Inbox Manager from the Philippines for $1,800 a month. Every candidate passes our top 2% vetting, starts within 14 days, and comes with a 1-week trial backed by a replacement or refund.