Executive Assistant
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Job Description
Executive Assistant supporting a US business brokerage and M&A advisory firm remotely. Managing executive calendars, client communications, CRM pipelines, transactions, and AI-powered systems.
Responsibilities:
- Manage executives’ calendars and coordinate appointments with buyers, sellers, clients, agents, and other stakeholders
- Act as a gatekeeper by confirming identities, meeting purposes, and the value of requested meetings
- Add context to appointments and prepare meeting briefs with relevant history and background
- Monitor calendars, send reminders, communicate delays, build scheduling buffers, and calculate travel time
- Serve as the first line of defense for incoming calls and follow up on after-hours calls and voicemails
- Route callers, gather seller details, verify buyer interest and NDA status, and filter sales or spam calls
- Conduct outbound buyer outreach and pre-qualification using established qualification questions
- Follow up on buyer conversations and AI-initiated outreach opportunities
- Manage the shared executive inbox with human oversight of AI-supported email tools
- Take action on inbox items, implement filters and prioritization rules, clean up email backlog, and re-engage old opportunities
- Maintain accurate records in GoHighLevel, SimPro, and Zoho CRM
- Keep the executives’ deal pipeline updated and support listings, marketing profiles, and buyer inquiries
- Learn the brokerage documentation system and prepare transaction documents from templates for review and approval
- Coordinate electronic signatures, supporting materials, and administrative logistics throughout transactions
- Organize monthly team meetings and workshops, including room bookings and virtual meeting setup
- Monitor AI-supported processes and use ChatGPT, Claude, and other AI platforms
- Document and improve systems and processes as the business scales
- Support a business brokerage and M&A advisory firm serving business owners, buyers, and high-net-worth clients
Requirements:
- Proven experience as an Executive Assistant supporting a C-level executive or senior leader
- Ability to support high-level executives independently and anticipate needs several steps ahead
- Ability to follow tasks through to completion
- Sharp attention to detail, accuracy, organization, and thoroughness
- Confidence and professionalism communicating with high-net-worth clients and multimillion-dollar business owners
- Comfortable learning and managing AI tools and multiple software systems
- Available full-time with no competing client or work commitments
- Genuine interest in a long-term role
- Strong Wi-Fi
- Good camera and microphone
- Clean background
- Business-casual attire when in meetings
- ChatGPT, Claude, and other AI tools are must-have technologies
- Spanish-speaking ability is a bonus, not required
- Prior AI tool experience is a plus
- Experience supporting founders or entrepreneurs is a plus
- Familiarity with CRM systems and automations is a plus; GoHighLevel experience is not required
- Working hours: 8am to 5pm Arizona Timezone
Benefits:
- 13th Month Bonus
- Permanent work-from-home / remote set-up
- Health insurance
- Dental insurance
- Mental health insurance
- Great starting salary
- Growth opportunity
- Performance-based raises
- Prizes and bonuses
- Real Growth Path, including opportunities to onboard and mentor future administrative hires
- High-Trust Leadership
- Cutting-Edge AI Exposure
- High-Impact Work supporting multimillion-dollar transactions and high-net-worth clients
- Room to Shape Systems
- Competitive pay with room to grow as you prove your value
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