LOOKING FOR TOP STELLAR CANDIDATES FROM LATAM AND SOUTH AFRICA

Position : Executive Assistant

Work Hours (Client) : 9:00am - 5:00pm EST

Pay Range : $2,000 to $2,500 per month (The final offer is at the client’s discretion, subject to the candidate’s interview result, skills, and experience)

Work Location : REMOTE

Company Overview

We are a high-growth B2B technology services firm supporting multi-location national customers. We specialize in connectivity, voice, low-voltage, IT smart hands, and large-scale project-based technology initiatives. Operating with a lean internal team and an extensive network of field subcontractors, we hang our hat on operational reliability, relentless follow-through, and absolute clarity.

As we scale into 2026, we are intentionally focused on “raising the floor” across the organization by standardizing execution, leveraging automation and AI where it creates leverage, and continuously improving how work gets done, without compromising reliability, accountability, or integrity.

Role Summary

We are seeking a seasoned Executive Assistant (EA) to serve as a strategic "force multiplier" for our company founders. This is not a traditional administrative role focused solely on calendar management; it is a high-impact, operations-centric position designed to bridge the gap between executive vision and team execution.

The ideal candidate will protect executive time by closing open loops, driving accountability across the team, and ensuring that no initiative stalls. You will act as the "organizational glue," between strategy and execution, translating ambiguity into clear next actions and maintaining momentum across the business. This role requires someone who thinks ahead, identifies opportunities to improve how work gets done through automation and AI, and implements those improvements without sacrificing execution discipline, reliability, or integrity.

Core Responsibilities

1. Executive Support & Operational Follow-Through

Action Item Ownership: Participate in daily stand-ups; review meeting notes and AI-generated summaries to extract, assign, and track action items to completion.
The "Accountability Engine": Proactively follow up with pod leads and team members when tasks stall; escalate unresolved issues based on internal structures.
Communications Triage: Manage and triage executive email with high levels of discretion, ensuring urgent matters are prioritized and routine items are handled independently.
Decision Framing & Follow-Through: When issues or requests stall, proactively summarize options, trade-offs, and recommended next steps for the founders, and ensure decisions are captured, communicated, and executed.

2. Operations & Logistics Administration

Procurement Support: Create and manage Purchase Orders (POs), track equipment shipments, and update internal systems.
Resource Coordination: Coordinate equipment rentals (e.g., lifts) and ensure internal teams have the resources needed for field execution.
Client Communication: Notify customers of incoming deliveries and provide updates on logistics as required.
Insurance & Compliance Coordination: Own the end-to-end management of Certificates of Insurance (COIs), ensuring subcontractor compliance and timely delivery of the company's COIs to customers as required.

3. Financial Hygiene & Light Bookkeeping

Invoice Validation: Review vendor and subcontractor invoices for accuracy against POs; flag discrepancies or missing sales tax.
AR Support: Monitor accounts receivable and send professional reminders for open customer invoices.
Compliance: Maintain up-to-date tax exemption documentation and vendor records.

4. Cross-Functional Collaboration

Provide operational "surge" support to Project Coordinators as needed.
Coordinate with Pod Leads to identify and resolve workflow blockers.

Success Profile

What Success Looks Like (First 90 Days)

Founders' time is measurably protected through proactive delegation and follow-up.
A centralized system for tracking all open action items is fully operational and up-to-date.
Administrative tasks (purchasing, rentals, tracking) move forward without the need for executive escalation.
There is clear visibility into company-wide priorities and next actions.

Required Skills & Experience

Senior-Level Experience: Proven track record as an EA or senior admin supporting leadership in a fast-paced, execution-heavy environment.
The "Closer" Mindset: Exceptional organizational instincts and a disciplined approach to follow-through.
Technical Proficiency: Advanced Microsoft Outlook and Excel skills (formulas, lookups). Familiarity with Airtable or similar workflow tools is a plus.
AI Literacy: Strong familiarity with modern AI tools (ChatGPT, Claude, Gemini) to assist with drafting, analysis, and summarization.
Communication: Ability to push for clarity and accountability from stakeholders at all levels.

Working Style & Expectations

Schedule: Approximately 30 hours per week with core availability during East Coast business hours (fully remote).
Autonomy: You will be expected to "manage up," surfacing issues proactively rather than waiting for instruction.
Assertiveness: You are expected to challenge assumptions, push for decisions, and respectfully apply pressure when priorities stall.
Judgment: This is a judgment-driven role. You are authorized to handle coordination and internal communication independently but will not commit company spend without approval.
Continuous Improvement Mindset: You are expected to proactively identify opportunities to reduce manual work through automation, AI, templates, or process improvements and actively propose and help implement changes.

Who This Role Is For: A professional who loves bringing structure to complexity and takes pride in being the "secret weapon" behind a leadership team's success.

Note: Please submit your resume in ENGLISH; otherwise, your application may not be processed. We prioritize the processing of one active 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. If selected for the role, the final offer will be at the client’s discretion and will depend on your interview performance, skills, and experience.

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