Executive Assistant
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Job Description
Executive Assistant serving as the right hand to a US-based consulting founder. Managing schedules, proposals, invoices, hiring, systems, and client operations.
Responsibilities:
- Update proposals, verify numbers and terms, and manage the approval process
- Manage complex scheduling, booking 20+ meetings per week while maintaining breaks, meals, and focus time
- Resolve calendar conflicts by offering alternative dates or checking priorities
- Maintain an overview of ongoing proposals, client deliverables, hiring, and invoices
- Provide daily morning briefs on items requiring the founder's attention
- Generate and send invoices, track payments, and chase overdue accounts
- Drive hiring by screening CVs, scheduling interviews, and preparing next steps
- Coordinate training sessions and retreats, including agendas, materials, logistics, and attendee communications
- Transform founder's raw content into polished presentation decks
- Evaluate, recommend, and set up task management and scheduling tools
- Build systems from the ground up and proactively follow up on outstanding items
- Adjust overloaded calendars and flag stalled deals
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
- Confidence to politely push back on senior leadership regarding time, deadlines, or pending items
- Excellent written English
- Sound judgment managing calendars across US time zones
- Strong proficiency in Google Workspace
- Solid working knowledge of Microsoft Office
- Hands-on experience configuring and managing task or project tools such as Monday.com, ClickUp, Asana, Notion, or Trello
- Ability to turn raw content into finished, professional presentation decks
- Experience utilizing AI tools and reviewing and verifying outputs before distribution
- Availability during the client's US business hours
- Reliable internet connection and a solid backup plan for outages
- Preferred: experience supporting a consulting, professional services, or agency business
- Preferred: familiarity with proposals, invoicing, and payment follow-ups in a small business environment
- Preferred: background in recruitment coordination or HR administration
- Preferred: hands-on experience managing a CRM or sales pipeline tracker
- Preferred: proficiency with scheduling tools such as Calendar Bridge or Reclaim and automation platforms such as Zapier
- Preferred: formal project management training or certifications
Benefits:
- Company culture focused on team member well-being
- Good work-life balance
- Respectful work environment
- Equipment provided
- HMO
- 13th month pay
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