We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to support a founder or independent consultant with daily operations, communication, scheduling, and workflow management.
The ideal candidate should have excellent written English, strong organizational skills, and the ability to work independently while handling confidential information with discretion. You should be comfortable turning voice notes and rough ideas into polished communication, managing project boards, organizing documents, and ensuring that important tasks and conversations do not fall through the cracks.
Key Responsibilities
Organize and maintain client files, research materials, meeting transcripts, drafts, and documents in a structured and easily accessible filing system.
Maintain and update the https://jobeax.com/link/LeyQ27NGLfy1QT3j project management board, including tasks, deadlines, progress, and follow-ups.
Manage calendars, schedule client calls and meetings, and protect dedicated focus time.
Convert voice notes, dictations, and rough ideas into clear, professional emails that reflect the founder’s communication style.
Send approved email responses and ensure timely follow-ups on important conversations.
Research tools, devices, software, and service providers to improve productivity and streamline workflows.
Track pending tasks, deadlines, and commitments to ensure consistent follow-through.
Handle sensitive information and confidential client communications professionally.
Identify workflow gaps and suggest practical improvements to day-to-day operations.
Required Skills and Qualifications
2–5 years of experience as an Executive Assistant, Personal Assistant, Virtual Assistant, or Administrative Coordinator.
Experience supporting a founder, consultant, entrepreneur, or small agency is preferred.
Excellent written and verbal English communication skills.
Strong writing and editing skills, with the ability to write emails based on voice notes or dictation.
Familiarity with project management tools such as https://jobeax.com/link/LeyQ27NGLfy1QT3j, Asana, Trello, or similar platforms.
Working knowledge of calendars, email management, Google Workspace or Microsoft Office, and shared file systems.
Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
High levels of discretion, accountability, and independent judgement.
A proactive approach to problem-solving and task management.
What We’re Looking For
Someone who takes ownership, anticipates needs, and ensures that everyday operations run smoothly. You should be comfortable working with minimal supervision, understand when to act independently and when to seek approval, and take pride in keeping communication, documents, and workflows organized.
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