Executive Assistant

Responsibilities

1. Executive & Calendar Management
- Manage the executive’s calendar—scheduling, prioritizing, and ensuring alignment with key goals.
- Handle email correspondence—responding, organizing, and flagging high-priority items.
- Coordinate meetings with internal and external stakeholders.
- Track follow-ups and deadlines using Notion, Cloze, and GoHighLevel.
- Ensure communications with high-level executives and their assistants adhere to corporate etiquette and best practices.

2. Communications & Client Coordination
- Draft and send professional emails, reports, and summaries on behalf of the executive.
- Ensure event and meeting reminders are sent on time.
- Handle confidential business communication with discretion.
- Engage professionally with C-suite executives, board members, and key stakeholders, demonstrating high-level business acumen and etiquette.

3. Knowledge Management & Systems Implementation
- Translate coaching and training materials into actionable business processes within Notion.
- Understand the context and application of training materials, identifying where they fit within the company’s workflows.
- Work with the executive to integrate structured processes into existing systems, ensuring consistency and efficiency.
- Keep track of all training and implementation projects, ensuring that necessary changes and improvements are executed

4. Event & Logistics Support
- Set up and manage virtual events using Remo.
- Assign and track participant credentials (Remo usernames, passwords, seats).
- Manually send event reminders for a high-touch experience.
- Ensure flawless execution of senior executive meetings—including agendas, briefing materials, and follow-ups.

5. Project & CRM Management
- Maintain and update Cloze CRM, ensuring accurate lead tracking.
- Tag and categorize contacts to track appointments and interactions.
- Track progress on key initiatives, ensuring projects stay on schedule.

6. Research & Documentation
- Conduct light research on executives, companies, and industry trends.
- Prepare executive briefings and summaries to support strategic decisions.
- Organize meeting notes for easy reference.

7. Process Optimization & Tech Support
- Identify and implement workflow improvements to save time and reduce friction.
- Leverage automation tools where possible.
Stay on top of Notion, GoHighLevel, and Cloze best practices.

Qualifications

? Experience supporting executives or entrepreneurs in a fast-paced environment.
? Tech proficiency: Comfortable with Google Workspace, Notion, GoHighLevel, Cloze, and event platforms like Remo.
? Excellent written and verbal communication skills—you can draft a polished, professional email with ease.
? High attention to detail—small errors don’t get past you.
? Strong time management—you can juggle multiple projects without losing track.
? A proactive mindset—you take ownership and solve problems before they become issues.
? Deep understanding of executive-level etiquette and protocols—you know how to interact with corporate leaders and their assistants professionally.

Bonus Points If You Have:

? Experience in corporate affairs, consulting, or high-level executive coaching.
? A knack for event coordination and ensuring seamless virtual experiences.
? A “never say never” attitude—you find creative solutions to challenges.

Why Join Us?

Working in this role will give you an opportunity to learn from high-level business strategy and executive decision-making while playing a crucial part in bringing major initiatives to life.
? Flexible work hours—results matter more than time at a desk.
? Opportunities for growth—this role can expand based on your strengths and ambitions.
? Competitive compensation with potential for bonuses based on performance.
? The chance to work closely with top executives and industry leaders.

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Please note that one minute video introduction is a MUST.

Good luck!