Executive Assistant

Title: Executive Assistant

Type: Full-Time Remote Contractor (40 hours/week)

Schedule: US Central Standard Time (CST) Hours | Monday – Friday

Location: Remote (Offshore — Open to talent in Latin America and/or South Africa)

The Company

We help small to medium-sized business owners value their business and find buyers, acting as a professional intermediary through the entire selling process.

Role Overview

We are seeking a proactive, growth-minded Executive Assistant to be the operational backbone of our team. This is a broad role at a small, growing business, so you will touch many areas: communication, client coordination, CRM and pipeline, operations, marketing support, and team support. The right person takes ownership, anticipates needs, works comfortably with AI tools, and solves problems without being micromanaged. This is a client-facing role: you will speak with clients regularly by phone and on Zoom, so warm, clear, professional communication is essential.

Responsibilities

Calendar and Communication

Own calendar management: coordinate meetings, confirm attendees, and protect focus time
Prepare meeting agendas, presentations, and materials in advance
Own email and inbox management: handle daily correspondence, resolve routine messages, and build templates for recurring responses
Manage phone and messaging communication professionally

Client and Prospect Relationships

Coordinate with clients and keep them moving smoothly through each step
Build and maintain client and prospect relationships through research, CRM updates, gift coordination, sales outreach, and follow-up

CRM and Pipeline

Manage the CRM and keep records and the pipeline current and accurate
Drive lead nurturing and follow-up so nothing slips

Operations and Workflow

Coordinate day-to-day operations and client delivery workflows
Track deliverables and deadlines and provide status updates
Develop standard operating procedures and onboarding and offboarding documentation
Identify and implement process and workflow improvements, including working with AI tools
Keep files, schedules, and documentation accurate and organized

Deal Support and Projects

Prepare and update business listings, marketing kits, and deal documentation
Handle special projects independently and meet deadlines

Marketing Support

Help manage social media content and engagement
Help with newsletters and blog content
Help produce short-form video clips for LinkedIn

Team Support

Support the team as we grow, stepping in wherever the business needs it

Qualifications

Above all, a genuine go-getter: takes initiative, anticipates needs, takes full ownership, and thrives without being micromanaged. This is the most important quality.
Experience as an Executive Assistant, Virtual Assistant, or in a similar client-facing role
CRM and pipeline experience
Comfortable using AI tools and eager to learn new systems
A strong, warm communicator who is confident and professional on the phone and on Zoom with clients, this being a client-facing role, with excellent written and spoken English
Highly organized, flexible, and able to work independently
Discreet and reliable with confidential client information
Comfortable in a remote, single-employer role during CST business hours

65080761167 - Exec Assistant