What to Expect
Rate: $7-9 USD per hour
Hours:20 hours/week
Work style:Fully remote, async-friendly with consistent check-ins
Start: Immediately — the book launch pipeline begins Week 1
Growth: This role is designed to expand. As trust builds, so does your ownership and autonomy.
About the Role
Language Alchemy is on the move — a book launch on the horizon, a growing roster of clients, speaking stages to book, and a mission-driven brand that's making real impact. Alejandra, the founder, needs a sharp, proactive Executive Assistant who doesn't just check boxes but genuinely *owns* the operational side of the business so she can stay in her zone of genius. This is not a passive role. You'll be the external clock, the systems architect, and the behind-the-scenes engine that keeps everything running on time and on purpose. If you're someone who gets a quiet thrill from a well-organized CRM, a perfectly timed reminder, and a pitch tracker that practically runs itself — this role was built for you.
What You'll Be Doing
Calendar & Scheduling
You'll own Alejandra's calendar completely — managing, protecting, and optimizing it so her time is always well-spent. You'll set up and confirm all client sessions and establish a consistent weekly alignment meeting rhythm.
Event Logistics
You'll create Zoom links for workshops, private groups, and speaking engagements, send confirmation emails and reminder sequences to attendees, and coordinate with external organizers to obtain attendee lists.
CRM & Lead Management
You'll keep Kajabi (Language Alchemy's CRM) clean and current — adding leads from networking events, workshops, and referrals and maintaining accurate contact records at all times.
Client Admin & Inbox
You'll draft proposals and agreements for new clients (Alejandra reviews and sends), manage the inbox by drafting replies for her approval, and copy session notes into client Google Drive folders for Alejandra to finalize. You will never send independently — this is a collaborative, trust-building process.
Book Launch Support — Starting Week 1 ⚠
The book launches November 10, 2026, and this pipeline starts immediately. You'll research SF-area and national bookstores that host author events and signings, build a database of contacts and submission requirements, explore bulk order and corporate gifting options, and track every milestone to keep Alejandra on deadline.
Speaker & Podcast Outreach
You'll research podcasts aligned with Language Alchemy's audience, build and maintain a tracker of contacts, reach, and pitch status, and identify local and national speaking stages and conferences. Once Alejandra approves pitches, you'll send them.
Project & Timeline Management
You'll send proactive reminders and flag upcoming deadlines across all active projects. Alejandra is an 'in-timer' brain — your nudges are genuinely helpful, not hovering. You'll be her external clock, and that's a real and valued part of this role.
Client Relationship Support
You'll reach out to former clients on Alejandra's behalf for check-ins and re-engagement, coordinate thank-you messages and branded gifts for referral partners, and research and send curated podcast episode recommendations to active clients.
Reporting
You'll submit an End of Week (EOW) report every Friday. At 30 days, you'll present a full report covering wins, completed tasks, blockers, and suggestions. At 60 days, you'll submit a metrics-driven report with goals for the next quarter — and at 90 days, you'll propose and lead the review meeting agenda.
Full Operational Ownership (60+ Days)
You'll move into fully autonomous management of all 30- and 60-day tasks, proactively propose process improvements, build SOPs for all recurring tasks, own the ongoing speaker and podcast pitch pipeline, and begin scoping retreat venues and logistics for 2027.
What We're Looking For
You bring 3–5 years of experience in an executive assistant or operations role, and you know the difference between completing tasks and building systems. Specifically, you are:
Proactive — you bring ideas and solutions without waiting to be asked
An open communicator — you give honest feedback and flag issues early
A systems thinker — you build SOPs, not just to-do lists
Tech-savvy — you adapt quickly to new tools and platforms
Knowledgeable and inclusive — you are aware of and respectful toward LGBTQ+ communities and race and people of color dynamics in the US; this isn't a checkbox, it's a value
Mission-aligned— you're genuinely excited about Language Alchemy's work, not just looking for any job
Strong in project management — you can hold multiple timelines at once without dropping the ball
Experienced with public figures — having worked with a TEDx speaker or similar is a strong plus
You're not just joining a business — you're joining a mission. If you're ready to bring your full skill set to a role where your work genuinely matters, we'd love to hear from you. Apply and tell us why this one feels different.