Executive Assistant (Remote)

Location: Remote (LATAM or South Africa)

Contract: Independent Contractor

Schedule: Full-Time, Monday-Friday, 8:00 AM - 5:00 PM EST

Role Overview: The Strategic Multi-Tool

We are seeking a high-caliber, versatile Executive Assistant (EA) to support our C-suite leadership team. This is not a traditional administrative role; it is a high-velocity position within a fast-moving startup environment. You will act as the operational "right hand" to Sean & Jake, requiring extreme adaptability, proactive problem-solving, and the ability to switch contexts seamlessly.

Your mission is to protect the leadership team's time and ensure that strategic initiatives move forward. From mastering inbox zero and booking complex travel to leveraging AI for meeting transcriptions and managing client invoicing, you are the engine that keeps our executive operations running at peak efficiency.

Key Responsibilities

I. Executive Communication & Inbox Management

 

• Inbox Mastery: Take full ownership of executive email inboxes. Audit, categorize, and respond on behalf of leadership to ensure "Inbox Zero" and timely communication with stakeholders.
• Proactive Follow-ups: Review meeting transcripts and recordings to extract action items, summarize key decisions, and chase down stakeholders to ensure follow-through.
• Stakeholder Liaison: Serve as a professional point of contact for clients, partners, and internal teams, maintaining a tone that is polished, concise, and authoritative.
  
   

II. Operations & Project Coordination

• Minor Project Management: Assist in tracking and moving internal projects forward. You will manage tasks in our project management tools, ensuring deadlines are met and bottlenecks are flagged.
• Travel & Logistics: End-to-end management of complex travel itineraries, including flights, accommodations, and ground transportation, optimized for executive preferences and schedules.
• Financial Admin: Manage client invoicing and basic financial administration, ensuring all billing is accurate and delivered on time.
  
   

III. AI & Technical Velocity

• AI Integration: Actively utilize AI tools (Claude, Otter.ai, etc.) to summarize meetings, draft content, and automate repetitive administrative workflows.
• Tech Stack Management: Maintain proficiency across our core tools (Slack, Google Workspace, Claude, ClickUp, etc.) to act as a force multiplier for the team.
  
   

Who You Are

Experience & Skills

• C-Suite Support: 5+ years of experience supporting senior executives, ideally within a startup or high-growth agency environment.
• Exceptional English: World-class written and verbal English skills. You must be able to draft executive-level correspondence that is indistinguishable from the CEO’s voice.
• Startup Adaptability: You thrive in "chaos" and are comfortable with shifting priorities and flexible task descriptions.
• Financial Literacy: Experience with invoicing software and a high degree of comfort managing basic financial data.
  
   

Mindset & Competencies

• AI-Native: You don't just use AI; you are constantly looking for ways to leverage new tools to increase your output and speed.
• Proactive "System-Builder": You don't wait for a task list. You identify gaps in the executive workflow and build the systems to fill them.
• Versatile & Adaptable: You are equally comfortable booking a flight as you are managing a project board or a billing dispute.
• Reliable: You maintain a stable, high-speed internet connection and a professional work environment during EST business hours.
  
   

Why Join Us?

• High-Level Exposure: Work directly with the leadership team on the company's most critical priorities.
• Autonomy & Trust: Once established, you will have significant freedom to define your workflows and manage your own day.
• Stable Growth: Join a stable, high-growth organization that values long-term partnerships and high-level performance.