IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH
JOB TITLE:
Executive Assistant
JOB ID:
KELMJ1
INDUSTRY:
Business Consulting and Executive Coaching
LOCATION:
LATAM / South Africa / PH / Egypt
JOB STATUS:
Part Time (10–20 hours/week to start, with potential to scale to full-time)
WORK SCHEDULE:
Monday to Thursday, Flexible within Central Time Hours
SALARY:
$6 - $8 per hour
TARGET START DATE:
Within 30 days ideally
ROLE OVERVIEW
About the Client:
The client is a growing boutique business consulting and executive coaching firm dedicated to helping small and medium-sized businesses (SMBs) scale, grow, and break through operational ceilings. They provide high-impact executive coaching, strategic planning facilitation, and fractional Chief Marketing Officer (CMO) services.
Because the Principal Consultant spends significant time traveling and delivering hands-on advisory services to clients, they are seeking a highly proactive, organized, and tech-savvy Executive Assistant (Virtual) to act as an operational backbone, eliminate administrative bottlenecks, and optimize business efficiency.
About the Role:
As an Executive Assistant, your primary objective is to capture lost time, turn unstructured thoughts into organized business workflows, and manage both professional and personal logistics for the Principal. This is a highly collaborative, fast-paced role for someone who thrives on keeping things running smoothly behind the scenes.
Key Responsibilities
Your day-to-day responsibilities will include:
Email & Communication Management:
Act as a gatekeeper for incoming correspondences; monitor, triage, organize, and draft responses to keep the inbox running efficiently.
Calendar Coordination & Scheduling:
Proactively manage a complex, shifting calendar, ensuring client sessions, travel times, and administrative blocks are tightly coordinated.
Executive Document & Agenda Prep:
Take ad-hoc, verbal brain-dumps (often dictated via phone calls or voice notes from the road) and rapidly synthesize, format, and structure them into professional client agendas, notes, or action items.
Client Coordination & Follow-Ups:
Assist with seamless communication between the company and its executive clients, ensuring timely delivery of materials.
Workflow & Process Organization:
Maintain digital files, track project statuses, and continuously look for ways to optimize standard operating procedures.
Personal Assistance:
Manage miscellaneous personal tasks to support the Principal's daily life, such as ordering flowers for family milestones, checking sports game schedules for family members, and placing online grocery orders.
Qualifications & Skills
Exceptional Communication Skills:
Near-native English fluency (both written and verbal) is required. You must have a very clear, professional accent and the ability to articulate thoughts professionally while grasping executive intent quickly.
Proactive Mindset:
You don't just wait for a task list; you anticipate administrative bottlenecks and solve them before they cause delays.
High Technical Aptitude:
Proficient with both Google Workspace and Microsoft 365 (Docs, Sheets, Slides, Gmail, Calendar).
Software & Automation Savvy:
Experience with Asana is highly sought after. Experience with or a strong willingness to master AI and automation tools (e.g., ChatGPT, Zapier) to build efficient workflows is a major plus.
Adaptable & Fast-Paced:
Comfortable working independently inside a fast-growing, dynamic consulting environment where priorities can shift rapidly.
Remote Readiness:
A reliable workspace with a high-speed internet connection, dependable computer hardware, and a robust power/internet backup solution to prevent downtime.
Core Character & Personality Traits
We are looking for a specific cultural and energetic fit. The ideal candidate will possess:
High Energy & Enthusiasm:
A vibrant, positive personality. Someone who comes to work excited and brings great energy to the team.
A Nurturing "Caretaker" Persona:
A naturally supportive individual who genuinely cares about taking care of their people and protecting the Principal's time and peace of mind.
Personable Yet Professional:
While you must be professional when interfacing with executive clients, we prefer a warm, personable, and authentic individual over someone who is overly rigid or clinical.
Self-Starter Drive:
An autonomous worker who takes ownership of tasks and doesn't require constant hand-holding.