Executive Assistant and Project Manager

At Polaris (formerly Elite Productivity), we are looking for a growth-driven and dependable **Executive Assistant & Project Manager** to join our dynamic team.

**About Us:**
Polaris is a consulting agency based in Hong Kong with the mission of helping Founders and entrepreneurs leverage time for optimal growth, energy, and freedom. We are the only consulting agency that creates client transformations through a hybrid model—combining virtual assistant recruitment & management services with business coaching around delegation, acquisition processes, and scalable systems.

To date, we have worked with over 300 Founders across 14 different countries, helping them surpass their most ambitious business goals while experiencing the time freedom they deserve.

We're currently seeking an **Executive Assistant & Project Manager** to be the right-hand person for our clients—CEOs and Founders of established businesses—ensuring smooth operations and seamless project execution.

**ROLE MISSION:**

As an **Executive Assistant & Project Manager**, you will play a pivotal role in streamlining operations, overseeing projects, and enabling our clients to focus on high-impact entrepreneurial and leadership tasks. Your expertise in CRM tools like GoHighLevel and project management platforms like ClickUp will be crucial in optimizing workflow efficiency and scaling business operations.

**WHO WE ARE LOOKING FOR:**

The ideal candidate is a **highly organized, proactive, and detail-oriented** professional with a strong background in executive assistance and project management. You thrive in a fast-paced environment, excel in managing multiple moving parts, and have a track record of executing projects with precision and accountability.

**RESPONSIBILITIES & EXPECTATIONS:**

Executive Support
- Provide high-level administrative assistance to the Founder and leadership team.
- Manage calendars, schedule meetings, and coordinate appointments efficiently.
- Handle confidential information with discretion and professionalism.
- Prepare reports, meeting agendas, and presentations as needed.

Project & Workflow Management
- Oversee project timelines, deliverables, and resource allocation.
- Implement and manage task workflows in ClickUp to ensure operational efficiency.
- Identify and address workflow bottlenecks to improve productivity.
- Assign tasks, track deadlines, and ensure timely project completion.

CRM & Process Optimization
- Manage and optimize client relationships through **GoHighLevel** CRM.
- Automate workflows, set up campaigns, and monitor CRM performance.
- Ensure data accuracy and seamless integration between CRM and other business tools.
- Troubleshoot CRM-related issues and provide solutions.

Operations & Communication
- Act as a liaison between the Founder, teaUpgrade to see actual infombers, and stakeholders.
- Ensure smooth internal communication via Slack, Zoom, and email management.
- Document and update Standard Operating Procedures (SOPs) to enhance efficiency.
- Monitor operational performance and propose improvements.

Reporting & Performance Tracking
- Maintain and analyze business performance reports.
- Provide weekly and monthly status updates on projects and key metrics.
- Track KPI achievements and recommend necessary adjustments.

**RESULTS (KPIs):**
- 100?herence to project deadlines and milestones.
- 100% task completion within assigned workflows.
- Achieve **Inbox Zero** daily.
- Zero scheduling conflicts or miscommunications.
- 95?ta accuracy in CRM and project management tools.
- 8.5+ Founder satisfaction rating.

**REQUIRED SKILLS AND EXPERIENCE**
- Minimum 3 years of experience in executive assistance and project management.
- Advanced proficiency in **GoHighLevel CRM** and **ClickUp** (or similar tools).
- Exceptional **written and spoken English** communication skills.
- Ability to work independently and proactively solve problems.
- Experience managing **remote teams and virtual operations**.
- Strong organizational skills with extreme attention to detail.
- Ability to **analyze and optimize business systems** for efficiency.

**WORK SCHEDULE:**
- Part-time position (4 hours / day) then full time position (8 hours / day) after 1-2months
- Work hours are based on North American timezones

**COMPENSATION & PERKS:**
- Hourly rate starting from 4USD/hour
- Quarterly bonuses of up to $1000 USD based on KPI performance.
- Potential for salary increases based on experience and results**.
- Work-from-home flexibility.
- Opportunity to work with a **high-performing team of Virtual Assistants and Entrepreneurs**.
- Exposure to **cutting-edge business automation tools** and leadership strategies.

**HOW TO APPLY:**
If you believe you are the right fit for this role, submit your application by clicking on the following link:

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