Executive Assistant

Industry: Consulting Firm
Work Setup: Remote
Hours: 40 hours a week

About the Client:
Our client’s company is a boutique business consulting firm that helps small businesses get organized, streamline their operations, and grow. We implement scalable systems - ---------- , ClickUp, Softr, Trainual, and more - so business owners and leaders can step back from the day-to-day and focus on what actually moves the needle. A lean, high-output team that moves fast, takes ownership, and genuinely cares about the work we do. If you love seeing a business run well and want to be a real part of making that happen, you'll fit right in.

Section 1: Role Overview & Responsibilities:
You keep the admin side of the business running, calendar, inbox, finances, LinkedIn, and everything in between. You're organized, reliable, and on top of the details so the Founder doesn't have to be.

Key Responsibilities:

Calendar & Time Management
- Own and manage the Founder's calendar; every meeting, call, task, and deliverable gets on there
- Hold the Founder accountable to their schedule and proactively shift things around as
- Protect the Founder's time, make sure there is dedicated time for client delivery, business development, focused work, and personal commitments
- Coordinate meetings, prep materials, and handle all post-meeting follow-up tasks

Communications
- Act as the filter for all incoming communications
- Communicate in two modes: as the Founder (drafting and sending on their behalf) and as the Assistant (coordinating independently)
- Manage incoming and outgoing communications across Gmail, Google Chat, LinkedIn messaging, WhatsApp Business, and phone calls
- Handle internal and external communications professionally and with good judgment
- Able to work independently and meet deadlines

Finance & Admin:
- Create and send estimates and invoices using Wave
- Assist with bookkeeping, reconciliation, and payment tracking
- Support budget tracking and financial admin
- Maintain and organize files in Google Drive

LinkedIn & Brand:
- Post and engage on LinkedIn 4–6x per week
- Repurpose LinkedIn posts for WhatsApp status
- Grow the company network and manage outreach
- Maintain a consistent, professional brand voice across all posts and messages

Internal Vendor & Service Provider Oversight:
- Assist the Founder in overseeing internal consultants, freelancers, and service providers who support the client's company as a business, such as bookkeepers, content creators, and marketing support
- Track deliverables, follow up on outstanding items, and keep everything moving

Additional Responsibilities:
- Client gifting, vendor sourcing and campaign management
- Event planning and coordination
- General admin tasks as needed

Tools Used:
- Google Workspace
- Wave
- ---------- (basic)
- WhatsApp Business
- LinkedIn
- Canva
- ChatGPT
- Claude
- Gemini

Section 2: Ideal Candidate Profile:
We're looking for someone with at least two years of experience in an administrative, executive assistant, or VA role who knows how to keep a business organized without being hand-held. You've done this before, you know the tools, and you take pride in the details.

Experience & Background:
- Minimum 2 years in an administrative, executive assistant, or senior VA role
- Experience supporting a founder or executive directly
- Hands-on experience with the tools we use - not just surface-level familiarity
- Comfortable with light bookkeeping, invoicing, and financial admin
- Experience managing a professional's calendar and inbox independently

Technical & AI Fluency:
- Comfortable using AI tools, ChatGPT, Claude, and Gemini as part of daily work
- Uses AI to draft, organize, summarize, and streamline, not just occasionally
- Quick to learn new tools and doesn't need step-by-step guidance for every task

How They Work:
- Takes full ownership - things get done without reminders
- Organized and detail-oriented with strong follow-through
- Can handle multiple tasks at once without getting overwhelmed
- Asks the right questions upfront, then executes independently

Who They Are:
- Reliable and consistent, the Founder can count on them
- Professional in all communications, written and verbal
- Flexible when priorities shift
- Coachable and open to feedback
- Gets genuine satisfaction from keeping things running smoothly behind the scenes

If this role aligns with your skills and experience, you are welcome to apply:
First step of the application is to take the Executive Assistant Skills Assessment, click link below:

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No need to send a message for this application, just go on with the assessment and share the Google Doc as instructed in the assessment.
Please review the job details carefully to ensure the qualifications and requirements match your background.