LOOKING FOR STELLAR TOP CANDIDATES

Position: Executive Assistant / Life & Business Assistant
Working Hours: Full-Time│ Mon – Fri 8:00 am - 5:00 pm CST
Search Location: Latin America│South Africa│Philippines
Salary: 1000 – 1800 USD / month
: $1,300–$1,600 │Philippines (Senior)
: $1,500–$1,800 │South Africa / Latin America (Junior–Mid)
: The Final Salary Offer depends on the client’s decision, interview results and experience

About the Role:

We are looking for a highly proactive Executive Assistant / Life & Business Assistant to serve as the "central nervous system" for an executive’s personal and professional life. This is not a passive role; you will be his right hand, ensuring that nothing falls through the cracks and that both business operations and household logistics run seamlessly.

The ideal candidate is a calm, grounded professional who thrives on variety, manages up effectively, and can navigate the complexities of supporting a US-based executive across multiple domains.

Role Responsibilities:

Professional Support & Operations

Complex Calendar Management: Handle complex scheduling across time zones, resolve conflicts proactively, and protect focused work and family time.
Meeting Support: Provide context briefings before meetings, review and parse detailed notes for action items and follow-ups, and proactively manage next steps when appropriate.
Business Assets: Prepare decks, documents, and light research reports; maintain organized files and templates.
Outreach & Research: Build targeted lists (e.g. investors, partners, prospects), draft outreach emails, and manage follow-up sequences.
Inbox Management: Filter, prioritize, and draft responses; flag what needs attention and handle what doesn’t.

Personal & Lifestyle Management

Financial Admin: Track bill payments, organize expenses, and coordinate with wealth and tax advisors.
Family Logistics: Grocery orders, medical appointments, childcare logistics, household vendor management.
Travel Planning: End-to-end itinerary building—flights, hotels, restaurants, activities, and backup plans.
Proactive Optimization: Identify gaps in current systems and suggest improvements without being asked.

Requirements:

Hard Skills & Experience

Proven Experience: Prior experience as an Executive Assistant or Senior Virtual Assistant supporting US-based executives.
Communication: Exceptional written and verbal English skills.
Tech Savvy: Proficient in document/deck preparation and digital organization tools.
Multi-tasking: Comfort with frequent task-switching and managing a diverse to-do list.

Soft Skills

The "Anticipator": You don't wait for instructions; you see a need and fill it before being asked.

Confident Communicator: You can "manage up" and provide direction to the executive without needing to be micromanaged.
Ambiguity-Friendly: You stay calm and organized even when priorities shift or instructions are high-level.
Grounded Personality: You bring a sense of order to chaos and remain service-oriented yet assertive.

Tools

You should be comfortable with (or able to quickly learn):

Core:
- Google Workspace (Gmail, Calendar, Docs, Sheets)
- Notion (task management, databases, documentation)
- Slack (async communication)
AI Tools:
- Claude or ChatGPT for research, drafting, summarization
- Expectation: you use AI to work faster, not as a crutch
Scheduling & Communication:
- Supercal, Cal.com, Calendly, or similar scheduling tools
- Loom or Supercut for async video updates
- Granola for meeting notes and summaries
Research & Data:
- Basic web research and synthesis
- LinkedIn for a professional context
- Comfortable navigating and exploring new tools as needed
Nice to Have:
- Figma (light edits, not design work)
- Expense tracking tools (Expensify, Ramp, Mercury)
- Light CRM experience (Clay, HubSpot, Airtable, etc.)

This Role Is NOT for You If…

You need highly structured direction and detailed instructions for every task
You struggle with frequent context-switching between unrelated domains
You prefer to "stay in your lane" rather than proactively expand your scope
You're uncomfortable with the personal/family side of the role
You view AI tools as optional rather than essential

NOTE: We prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application.

PLEASE NOTE:

→ We are looking for candidates based in Latin America, South Africa, or the Philippines.
→ Please note that we process only one active application at a time—if you’ve applied for multiple roles, kindly direct any updates to the team handling your first application.
→ To start processing, submit your resume in English.
→ The final offer will be at the client’s discretion and will depend on your interview performance, skills, and experience.

Executive Assistant / Life & Business Assistant - 17178