Executive Assistant (Remote Contractor)

Role:
World Changing Books helps world-class experts write world-changing books! We are seeking a proactive, results-driven, and resourceful Executive Assistant to support our CEO and ensure seamless daily operations. If you excel at keeping things on track, anticipating needs before they arise, and handling fast-paced environments with confidence, this role is for you.
Our CEO moves quickly, thrives on big ideas, and needs an EA who can keep up, adapt, and solve problems proactively. If you are highly organized, unshaken by direct communication, and capable of juggling multiple priorities without dropping the ball, we’d love to hear from you.

The Executive Assistant is responsible for managing the CEO’s personal and business affairs, including scheduling, inbox management, and administrative support for key business projects. This role plays a pivotal part in ensuring the CEO operates at peak efficiency every single day.

World Changing Books helps world-class experts write world-changing books! Led by industry veteran Robin Colucci, we specialize in transforming thought leaders' expertise into lasting legacies that challenge conventions and inspire change. Our team guides high-impact leaders through every stage of book development—from bold concept to publication—ensuring their revolutionary ideas come to life. Our clients have partnered with renowned publishers, secured substantial advances, and achieved bestseller status, all while reshaping industries and inspiring change.

Responsibilities:

Strategic Calendar & Time Management: Maintain CEO’s calendar with precision, ensuring no more than five meetings per day and keeping Mondays and Thursdays meeting-free. Proactively adjust schedules to optimize productivity and minimize conflicts.

Multiple Inbox Management: Draft relevant and well-informed email responses for all of the CEOs inboxes. Keep all email inboxes between 30-40 unread emails or fewer at all times. Prioritize, categorize, and respond on behalf of the CEO as needed.

Meeting Coordination & Confirmation: Ensure all meetings for the week are confirmed in advance, with no unconfirmed meetings at the start of the week. Send reminders and manage last-minute changes efficiently.

Travel Planning & Accuracy: Organize seamless travel arrangements, ensuring all itineraries, accommodations, and transportation details are accurate and aligned with CEO preferences.

Calendar Accuracy & Optimization: Maintain 100% accuracy in scheduling by avoiding double bookings, allowing sufficient time for travel and transitions between meetings, and ensuring timely updates that reflect real-time priorities.

Proactive Problem-Solving & Decision-Making: Go beyond SOPs to anticipate challenges, recognize when adjustments are needed, and take initiative to solve problems before they escalate. Continuously assess workflows, ask insightful questions, and implement solutions that keep operations running smoothly and support the CEO’s dynamic schedule.

Personal Appointments & Errands – Schedule and manage personal appointments for the CEO, including dog grooming, haircuts, massages, and other essential services, ensuring they align with the overall calendar without conflicts.

Business Administrative Support – Handle essential business activities such as data entry, file organization, document preparation, recording management, and other administrative tasks that support smooth operations and keep projects moving forward.


Results:
Optimized CEO Productivity: Maintained CEO’s daily meetings under the set limit, preserving focus time for editorial initiatives.

Efficient Inbox Management: Ensured email inboxes consistently stayed within the 30-40 unread email threshold or less, improving response times and reducing clutter.

Zero Unconfirmed Meetings at Week’s Start: Successfully managed all meetings to be confirmed in advance, eliminating scheduling uncertainties.

Flawless Travel Execution: Achieved 100% accuracy in travel bookings, reducing itinerary errors and last-minute changes.

Calendar Precision & Reliability: Maintained a fully accurate and conflict-free calendar, ensuring the CEO’s time was used effectively.

Stronger Executive Support & Issue Prevention: The CEO experiences fewer operational bottlenecks, last-minute issues are minimized, and workflows run smoothly because potential challenges are identified and addressed proactively.

Software Used:
Notion, Google Suite (Gmail, Google Doc, Google Sheets, Google Drive, etc.), WordPress, Microsoft Suite (Word, PowerPoint, Excel, etc.), and ChatGPT.

Requirements:
Bachelor's Degree in an applicable field. Graduate Degrees are a plus but not required. Degrees in English Literature or Writing, Communication, or Business are preferred but not required.

At least 3 years of Executive or Personal Assistant experience

High proficiency in spoken and written American English

Independent-thinker who takes initiative without being told and uses all available resources before asking questions

Ability to to handle and organize managing several tasks without dropping the ball

Direct communication preference

A fun and lively attitude

Report To: CFOO

Location: Remote (ET Time Zone)

Compensation: $1,000.00 - $1,500.00 per month (Depending on experience, English level, and skill set)

World Changing Books Core Values:
Integrity: Do the right thing, acknowledge your mistakes, and focus on solutions.

Continuous Improvement: Be open to giving and receiving feedback, bring new ideas on how to be more streamlined and efficient, and committed to your own development.

Reader Centric: Prioritize the reader’s experience.

Simplicity: Create and maintain streamlined and efficient systems. Long and complex is not always the answer.

Respect, Fairness, and Kindness: See others through the lens of empathy and act with kindness.

How To Apply:

Please send your application through OnlineJobs.ph only, with the subject line “I am ready to support World Changing Books.” Include your resume as a PDF with your most recent work experience highlighted in purple, and attach a cover letter as a Word document. In your cover letter, briefly explain why you're excited about this role and how your skills specifically align with our needs. Additionally, answer the following question in 200 words or less directly on the OnlineJobs.ph platform:

“Imagine the CEO has a meeting scheduled with a potential new client, but at the same time, the CEO has asked you to schedule a dog grooming appointment, which now conflicts with the only day the client is available. Both commitments are equally important. How would you prioritize and manage this situation to ensure both the business meeting and personal appointment are handled smoothly, without impacting the CEO’s schedule or experience? Please explain your thought process and any creative solutions you might consider.”