Executive Assistant [2639-247391]

Company Overview

The company is a specialist agency providing outsourcing solutions to agencies, software vendors, and website owners. For over seven years, we have successfully collaborated with a variety of companies, providing valuable technical, operational, and back-office support. We have a large team of skilled and passionate professionals who are committed to delivering high-quality work for our clients.

Position Overview

You will serve as the right hand to the founder of a growing US-based consulting business. The founder manages a full client workload, drives sales, delivers services, and oversees hiring. We are looking for a highly capable Executive Assistant who can seamlessly take tasks completely off their plate and keep projects moving without needing to be chased.

You will often receive concise, one-line instructions (e.g., "Can you make these changes to the proposal?" or "Find time with this client next week"). You are expected to determine the next steps, identify missing information, ask insightful questions, and deliver the completed task. You will also proactively manage the founder—following up on outstanding items, adjusting overloaded calendars, and flagging stalled deals before they become an issue.

Role Details

• Work Environment: The founder is fast-moving and managing a full schedule. Replies may not always be immediate, so persistent follow-up is expected.
• System Building: There are no established systems yet; you will have the opportunity to build them from the ground up.
• Leadership: You will work directly with a founder who values high-quality work, provides honest feedback, and quickly notices when you are making their life easier.

Reference: 2639-247391

Responsibilities

• Update proposals, verify numbers and terms, and manage the approval process to ensure deals progress smoothly and clients are not left waiting.

• Manage complex scheduling, booking 20+ meetings per week while building a sustainable schedule for the founder that includes breaks, meals, and focus time.

• Resolve calendar conflicts by offering alternative dates or checking priorities before booking over existing engagements.

• Maintain an up-to-date overview of all ongoing projects (proposals, client deliverables, hiring, invoices) and provide daily morning briefs on what requires the founder's attention.

• Generate and send invoices, track payments, and persistently chase overdue accounts.

• Drive the hiring process by screening CVs, scheduling interviews, and preparing next steps to ensure a seamless and responsive candidate experience.

• Coordinate training sessions and retreats, managing agendas, materials, logistics, and attendee communications.

• Transform raw content from the founder into polished, professional presentation decks.

• Evaluate, recommend, and set up simple yet effective task management and scheduling tools, ensuring widespread adoption.

Essential Requirements

• At least 4 years of experience directly supporting a founder, business owner, or senior executive, taking full ownership of their calendar and tracking a wide range of tasks.

• Proven track record of driving work to completion, especially when outcomes depend on other people.

• The confidence to politely push back on senior leadership regarding their time, deadlines, or pending items without needing to be prompted.

• Excellent written English, ensuring clear, concise, and accurate communication on the first pass.

• Sound judgment in managing calendars across US time zones, effectively protecting focus time, spotting overloads, and knowing when to act independently versus when to ask first.

• Strong proficiency in Google Workspace and a solid working knowledge of Microsoft Office.

• Hands-on experience configuring and managing task or project tools (e.g., Monday.com, ClickUp, Asana, Notion, Trello), ideally having set up these systems yourself.

• Ability to seamlessly turn raw content into finished, professional presentation decks.

• Experience utilizing AI tools effectively, with the strong judgment to thoroughly review and verify all outputs before distribution.

• Availability during the client's US business hours, supported by a reliable internet connection and a solid backup plan for outages.

Preferred Qualifications

• Experience supporting a consulting, professional services, or agency business.

• Familiarity with proposals, invoicing, and payment follow-ups within a small business environment.

• Background in recruitment coordination or HR administration.

• Hands-on experience managing a CRM or sales pipeline tracker.

• Proficiency with scheduling tools (e.g., Calendar Bridge, Reclaim) and automation platforms (e.g., Zapier).

• Formal project management training or certifications.

More Information

• We have a company culture that focuses on the well-being of its team members, with a good work life balance and respectful work environment.

• Equipment provided

• HMO + 13th month pay

• Shift: US Central Time, 8:00 AM – 5:00 PM (Philippine Time: 9:00 PM – 6:00 AM)

• Working Days: Monday to Friday