Executive Assistant / Personal Assistant
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Job Description
Remote Executive Assistant managing inbox, calendar, travel, and systems for a global philanthropy consultant. Supporting nonprofit research, consulting operations, and investment deal sourcing.
Responsibilities:
- Manage and triage a very high-volume Gmail inbox, including sorting, prioritising, archiving, flagging, and drafting or sending replies
- Own the Google Calendar across multiple time zones, including meetings, client and prospect interviews, and travel
- Track to-dos and follow-ups and send proactive reminders and nudges
- Communicate with contacts as a third party for scheduling and coordination, and draft or send replies on the executive’s behalf when agreed
- Set up infrastructure for the consulting practice, including CRM, sales pipeline, follow-up tracking, and potential-client interview scheduling
- Research CRM options and present the best options with pros and cons
- Start and maintain a Google Sheets tracker as needed
- Handle personal administration, including booking appointments and chasing insurance companies and service providers until issues are resolved
- Coordinate frequent international travel, including flights, accommodation, itineraries, and calendar updates across time zones
- Conduct first-pass research on nonprofits, potential consulting clients, and new investment opportunities
- Use AI tools to speed up administration and help establish recurring workflows and automations
Requirements:
- 3+ years of experience as an Executive Assistant or Personal Assistant
- Strong Google Workspace skills (Gmail, Google Calendar, Google Drive, Google Sheets, Google Docs)
- Experience with at least one CRM (e.g., Affinity, HubSpot, Attio, Pipedrive)
- Experience building a simple pipeline from scratch
- Excellent written English
- Confident drafting emails in an executive’s voice and following up persistently but politely
- Very organised and proactive
- Comfortable in a startup-style setup where processes are still being built and can change quickly
- Calm, structured, and reliable
- Strong research skills, with the ability to summarise options clearly and make a recommendation
- Nice to have: hands-on experience with AI tools (Claude, ChatGPT) and automations; any experience building AI agents is a bonus
- Nice to have: exposure to nonprofit, philanthropy, consulting, or investment/VC environments
Benefits:
- 100% remote
- $50 birthday bonus
- $200 testimonial bonus
- No tracker
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