Executive Assistant for Coaches / EOS /… at Scalesource · Pretoria

Executive Assistant for Coaches / EOS / Consultants (remote from anywhere)

• Location: Remote (Work from Home)
• Schedule: Monday–Friday, 9:00 AM–6:00 PM (PST, CST, EST) |
• Compensation: $1,250 USD/month first 90 days, $1,500 USD/month after

About Us

We support U.S.-based coaches, EOS Implementers, consultants, and agency owners — founder-led expert businesses where the founder's time and attention are the product.

Yes, you'll manage inboxes, calendars, meeting prep, and client records.

But the real business we are in is buying back founder time and attention.

A coach misses a client follow-up because it got buried in an inbox nobody was triaging. A launch stalls because onboarding admin fell through the cracks. A founder shows up to a call unprepared because nobody pulled the notes together. An email goes out in the wrong voice and damages a relationship the founder spent years building.

Every one of those is a founder pulled out of their zone of genius to fix something that should never have needed their attention. That is what this role is for.

We are hiring an Executive Assistant who delivers reliable right-hand execution, not task-rabbit work.

This is the most trust-heavy role in the stack. Voice, brand fit, and executive maturity matter more than raw task volume. This is a remote role through ScaleSource.

If you need to be told every step, this is not the role.

If you can write in someone else's voice convincingly, and a missed follow-up bothers you more than it bothers the founder, you may be exactly who we need.

The Big Picture

Our standard is simple:

The founder's time, voice, and relationships are protected at every touchpoint.

If an email needs a response, it goes out sounding like the founder, not like a stranger. If a meeting is coming up, prep is done before anyone has to ask. If a client onboards, every step happens on schedule. If a launch is live, the admin behind it runs without the founder noticing it's happening at all.

We do not need someone who says, "I think I replied to that client."

We need someone who says:

"Inbox is at zero — 4 replies went out in your voice, 2 are drafted for your review, and nothing else needed you. Tomorrow's three calls are prepped with notes in the folder. All 6 onboarding steps for the new client are done through day 3. The webinar reminder sequence is live, and the one thing that actually needs your decision is flagged at the top."

That is the difference.

Role Mission

Your mission is to buy back the founder's time and attention.

You are the right hand of a founder whose expertise is the product. You handle the inbox, the calendar, the prep, the follow-ups, and the client admin so the founder handles only the work that only they can do.

You will work across email, calendar, CRM, launch tools, and client records to make sure communications go out in the founder's voice, meetings are prepped before anyone asks, onboarding runs on schedule, and nothing quietly dies in a thread.

You are not just completing tasks.

You are protecting the founder's time, voice, and relationships.

What You'll Own

1. Inbox, Calendar, and Meeting Management

You will run the founder's communication and schedule so they never have to think about it.

You will be responsible for:

• Managing inbox, calendar, meeting prep, follow-up, and CRM updates
• Triaging communications with judgment — knowing what needs the founder's attention and what doesn't
• Drafting and sending replies in the founder's voice, indistinguishable from their own writing
• Keeping the calendar protected and meeting prep ready well ahead of time
• Making sure every meeting generates its follow-ups, and every follow-up gets closed

An inbox the founder still has to triage themselves is not a managed inbox. It is a shared burden.

2. Launch and Client Onboarding Support

You will run the admin machine behind launches, webinars, and onboarding.

You will be responsible for:

• Supporting webinar, launch, and client onboarding admin end to end
• Keeping every moving piece of a launch or onboarding sequence on track without dropped steps
• Running checklists so each client's first weeks happen on schedule, every time
• Catching the slipping step before the client — or the founder — notices it slipped

A launch the founder has to babysit is a launch that failed at its real job: running without them.

3. Action Item and Contractor Coordination

You will make sure nothing discussed ever quietly disappears.

You will be responsible for:

• Tracking action items from meetings and planning sessions with owners and due dates
• Coordinating contractors — designers, VAs, tech support — so deliverables land on time
• Chasing what stalls, including with people who don't report to you
• Making sure nothing discussed in a meeting or planning session quietly disappears afterward

An action item without an owner and a due date is not a plan. It is a wish.

4. Client Records and Deliverables

You will keep the client side of the business clean and current.

You will be responsible for:

• Maintaining client records, notes, and deliverable handoffs
• Keeping documentation clean enough that anyone stepping in could understand client history and status immediately
• Making sure deliverables move from "done" to "delivered" with nothing lost in the handoff
• Keeping information in the system, not in your head, your notebook, or a chat thread

If client history lives only in your memory, the business breaks the day you're out.

5. Right-Hand Execution

You will operate as a right hand, not a task rabbit.

You will be responsible for:

• Anticipating what the founder needs next instead of waiting to be told
• Handling routine decisions inside the trust you've earned, and escalating only what genuinely needs the founder
• Protecting the founder's focus by absorbing the small stuff completely
• Delivering reliable right-hand execution the founder can hand things to without a second thought

The test is simple: if the founder has to remember to check whether you did it, the trust isn't built yet.

Our Core Values and Mindset

We care a lot about fit. Skills matter, but mindset matters more.

1. Trust Is Earned in the Details

Voice, tone, and judgment matter as much as task completion in this role. One email in the wrong voice can damage a relationship the founder spent years building. We need someone who treats every touchpoint as the founder's reputation, because it is.

2. Own It

Ownership means the problem does not have to be your fault for it to become your responsibility. A dropped follow-up or missed prep isn't someone else's problem — it's yours to catch before it happens. You do not get to say, "It was in the thread" and wash your hands of it.

3. Document It or It Didn't Happen

Client notes and deliverable handoffs need to be clear enough for anyone to pick up cold. Every promise, every preference, every next step. Written down, tagged, dated, owned. We are not running a founder's business on memory.

4. Communicate Early and Honestly

Bad news early is useful. Bad news late is expensive. If a launch step is slipping or a client is unhappy, the founder hears it from you first — with what you're already doing about it. Founders can handle problems. They hate surprises.

5. Discretion Is the Job

You will see client details, revenue numbers, and private conversations. All of it stays inside the role. We need someone whose default is confidentiality without being told, every time.

6. Make the Founder's Life Lighter

Every task you take off their plate is time they get back for the work only they can do. If a workflow keeps generating founder interruptions, don't just handle them — fix the workflow.

What Success Looks Like

You are winning in this role if:

• The founder's inbox and calendar stay under control without constant check-ins
• Replies go out in the founder's voice — and clients can't tell the difference
• Meeting prep is ready before anyone has to ask
• Launches and client onboarding run smoothly with no dropped steps
• Action items get tracked and closed instead of quietly forgotten
• Contractors deliver on time because someone is actually coordinating them
• Client records and deliverables stay organized and current
• Problems reach the founder from you first, with a plan attached
• The founder trusts you enough to hand off communication in their voice
• The founder spends their day in their zone of genius, not their inbox

Required Qualifications

Please do not apply unless you meet these requirements.

• 3+ years supporting a founder, coach, consultant, or agency owner
• Managed inbox triage for 20+ meetings per week for at least one executive — this must be demonstrable, not estimated
• 3+ of these tools for 12+ months: Google Workspace, Zoom, Calendly, Slack, ClickUp/Asana, HubSpot, GoHighLevel, Kajabi
• 2+ launches, webinars, or events per month, OR 30+ client follow-up tasks per week
• 12+ month tenure with the same founder or client, OR 2+ founder references available
• Fluent written and spoken English at a professional level, with the ability to write convincingly in someone else's voice
• Must pass a voice-matching writing exercise at 85%+
• Professional home office setup and reliable internet
• Willing to undergo the required training assessment as part of the recruitment process
• Must be available Monday–Friday, 9:00 AM–6:00 PM in PST, CST, or EST

These numbers are not decorative. If you cannot point to where in your work history each one happened, please do not apply.

Preferred Qualifications

These are not all required, but they are a big plus.

• Experience supporting coaches, EOS Implementers, consultants, or agency owners specifically
• Experience with U.S.-based founders or U.S.-based companies
• Experience with EOS, Traction, or similar operating frameworks
• Experience running webinar or course-launch admin (Kajabi, GoHighLevel, or similar funnels)
• Experience coordinating freelancers or contractors
• Experience handling confidential client and financial information
• Experience improving a process, not just following one
• Conversational Spanish

Tools You May Use

You do not need to know all of these, but you need to be tech-comfortable and able to learn quickly.

• Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
• Zoom, Calendly
• Slack, WhatsApp, or other internal messaging tools
• ClickUp / Asana
• HubSpot, GoHighLevel, Kajabi
• Loom or similar video tools

If learning a new tool stresses you out, this is probably not your seat.

Who This Role Is Perfect For

This role is perfect for someone who:

• Can write in someone else's voice so well that clients can't tell the difference
• Is bothered by a missed follow-up more than the founder is
• Preps the meeting before anyone thinks to ask
• Anticipates the next need instead of waiting for the next task
• Treats client details and founder conversations as confidential by default
• Keeps records clean enough for a cold handoff
• Chases a stalled contractor without being asked twice
• Wants a long-tenure seat as a founder's trusted right hand

Who This Role Is NOT For

This role is not for someone who:

• Waits to be assigned tasks
• Sends emails in their own voice when they should sound like the founder
• Treats meeting prep as optional when the week gets busy
• Lets onboarding steps slip and hopes nobody notices
• Escalates every small decision instead of exercising earned judgment
• Talks about client or founder business outside the role
• Needs a manager checking in hourly
• Writes sloppy English

This is a trust-heavy right-hand seat. You will have systems and support, but you must bring judgment, discretion, and follow-through.

Schedule

Remote, supporting U.S.-based coaches, EOS Implementers, consultants, and agency owners. Monday–Friday, 9:00 AM–6:00 PM (PST, CST, or EST). Your assigned time zone will be confirmed during the interview process.

Compensation

$1,250 USD/month for the first 90 days. $1,500 USD/month after.

Benefits:

• Better Role Matching — you are placed where you can actually perform and grow, not just fill a seat
• Real Upside — strong performers unlock raises, long-term stability, and future opportunities
• Work With U.S. Operators — direct exposure to founder-led businesses focused on growth and execution
• Real Ownership — your work directly impacts operations. Less bureaucracy, more responsibility from day one
• Founder-Level Exposure — work directly with coaches, consultants, and EOS Implementers and learn how expert businesses actually run