Executive Assistant (Job ID: KELMJ1)

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

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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.

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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.

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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.

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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.

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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.