Executive Assistant (GA)

We are looking to bring in an Executive Assistant who’s a master at turning chaos into clarity! With a growing list of to-dos and a never-ending stream of projects, they need someone who can take the operational weight off their shoulders and keep things running like a well-oiled machine. This role is all about organizing, prioritizing, and making sure nothing slips through the cracks—giving the client more time to focus on what truly matters.

If you’re ready to be the backbone of a thriving business, this is your chance to shine!

What’s in it for you?

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

Bonuses up for grabs—your hard work pays off in more ways than one!
Performance-based increases—the better you do, the better your rewards!
Growth opportunities—level up your skills and career in a supportive, fast-paced environment.
Collaborative culture—work alongside a team that values teamwork and shared success.
Learning from the best—mentorship from approachable leaders who are committed to your growth.
Impactful work—help shape a company that’s building communities, not just properties.
Growth mindset—constantly evolving and improving, both as a company and as individuals.
This opportunity is ideal for someone ready to spread their wings, thrive in a dynamic environment, and make a meaningful impact on our client’s journey to success!


Responsibilities of the Executive Assistant:


Your responsibilities include:


Communication & Coordination:

Email Management:
Organize, prioritize, and manage incoming emails, ensuring timely responses and addressing any missed communications
Initially draft email responses for the client's review, and eventually manage emails independently
Client Follow-Ups:
Follow up with clients for missing documentation, ensuring all required materials are collected promptly
Respond to client emails in a timely manner

Task & Project Management:
Task & To-Do Organization:
Develop and implement a system for the client to offload tasks and priorities efficiently
Distill, prioritize, and manage tasks, ensuring the client’s workload is organized and tasks are addressed promptly
Stay on top of daily to-dos, maintaining an organized schedule for the client
Project Management Support:
Support with lower-level tasks in project management, including updating project statuses, adding to-dos, and delegating tasks to team members
Ensure projects stay on track and that all necessary actions are taken

Calendar & Meeting Support
Calendar Management:
Schedule, update, and maintain the client's calendar, ensuring all meetings, appointments, and deadlines are tracked
Coordinate with internal and external stakeholders to ensure smooth scheduling
Meeting Preparation:
Prepare meeting agendas, briefs, and all necessary documents in advance
Assist in preparing presentations as needed
Conduct light research on meeting attendees to provide relevant context for discussions

File & Documentation Organization:
File Organization:
Organize and manage the client's Dropbox files, ensuring that documents are stored logically and easily accessible.
Upload received files to Dropbox and maintain an up-to-date system
Retrieve and send requested documents quickly and efficiently, ensuring they are easy to locate at any given time

Administrative & Ad-Hoc Support
Internal Notes & Updates:
Take and organize notes during internal meetings
Regularly update project management software to keep project records current
Maintain flow of information and create client contact cards
Admin & Ad-Hoc Tasks:
Assist with miscellaneous administrative tasks as needed, both personal and professional
Bookkeeping Support (nice-to-have)
Assist with personal bookkeeping tasks, such as managing subscriptions and identifying unnecessary payments to cancel

Perks:

13th Month Bonus (Wild right?! )
Permanent work-from-home / remote set-up
Health insurance
Dental insurance
Mental health insurance
Great starting salary
Growth opportunity
Performance-based raises
Prizes and bonuses

Specifics:


Time
Full-time, EST time zone
This is a remote position so you can have the freedom to work from anywhere
Miscellaneous
Attire - business casual when in meetings
Professional setup (Pains me I actually need to write this down… ????)
Clean background
Good camera
Good microphone
Strong wifi
Tech Stack
Must-have:
MS Outlook
Dropbox
Nice-to-have:
MS Excel
Google Sheets
Project Management Software
CRM Software
AI/ChatGPT

Compensation
$12k-$16.8k/yr


For interested applicants, please send your updated resume to nolascobree@gmail.com with the subject line: "Executive Assistant (GA) - (Your name)"
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