P3 - Executive Assistant (remote)

We are looking to partner with a dedicated professional who thrives in a dynamic, fast-paced environment, ensuring that urgent matters are always prioritized and handled with speed and precision. They are committed to providing competitive compensation and growth opportunities in recognition of high calibre performance. Success in this position means being intuitive about the executive’s needs—knowing when to take breaks and when to be ‘all-in,’ and staying accessible and responsive throughout the day. If you’re driven by facilitating pivotal outcomes and maintaining Upgrade to see actual infontum we’d love to learn more about you!

Responsibilities of the Executive Assistant:?
Your responsibilities include:

Calendar Management
> Oversee a highly dynamic schedule, ensuring seamless coordination of Zoom and in-person meetings.
> Prioritize and resolve conflicting appointments with a keen sense of urgency and attention to detail.
> Assess meeting importance and schedule breaks or prep time accordingly, guarding the calendar to support productivity.
> Learn which bookings are and aren’t priority quickly and effectively


Email Management
> Manage an inbox of 2,000–3,000 weekly emails, filtering and prioritizing effectively.
> Draft and forward emails on the executive’s behalf, keeping the inbox organized and action-oriented.
> Forward emails and documents to Internal TeaUpgrade to see actual infombers and clients, ensuring all follow-up action is clear, and executed on
> Maintain calendar synergy by scheduling meetings directly from incoming emails and flagging urgent deadlines.
> Guard the executive’s calendar, and make sure there’s enough room for breaks and preparations as well as ensuring there’s no conflicting events/appts

Travel Management
> Book flights, accommodations, and transportation according to the executive’s preferences.
> Collaborate with the executive’s personal driver, proactively adjusting itineraries for any changes or cancellations.
> Compile detailed travel itineraries that anticipate potential issues and organize necessary reservations whilst ensuring personal preferences are understood and prioritised

Hubspot Contact Management/Data Management
> Update and maintain CRM records, moving contacts through different sales or service phases.
> Collaborate with the Business Development Manager to ensure seamless data entry and follow-up tasks are executed on.
> Send necessary emails and track required follow-up actions/emails through HubSpot.

Distilling Action Items/Agendas froUpgrade to see actual infoetings
> Distill To-Do’s for the executive based on topics covered in meetings
> Follow up diligently to ensure these are completed
> Utilise AI transcripts and personal notes to distill essential takeaways froUpgrade to see actual infoetings.
> Prepare agendas and attendee bios, highlighting critical priorities and discussion items for the executive.
> Monitor and follow up on action items, ensuring accountability and timely completion.
> Coordinate follow-ups and ensure action items are executed on.
> Track progress on projects and monitor milestones.
> Ensure deadlines are met and update the team on progress

Time Auditing & Daily Reporting
> Track and categorize the executive’s daily activities to provide insights on time usage.
> Send an end-of-day summary of important follow-ups, emails for review, action items, and upcoming deadlines.
> Flag urgent tasks for immediate attention, especially those tied to clients or referrals.

AI Awareness
> Leverage AI tools to support workflow efficiency—generating summaries, to-do lists, and automating routine processes

Company Culture and Core Values:
> High Intentionality – Putting in your everything, every time. Lead with your actions not your words
> Results-Driven – Going above and beyond, taking full ownership. You either give results, or excuses.
> Professionalism – Showing up as an A-Player in all of your actions even when you don’t feel 100%. Especially when dealing with Clients
> Relationship-Focused – Hallmark of everything we think and do

If you’re ready to be part of a fast-paced team that values hard work and good vibes, this is the place for you!

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:

> Grow & Advance – Hard work pays off with real career growth!
> Own Your Role – Take on more responsibility at your pace.
> Get Noticed – True A-Players get rewarded!
> Influence Strategy – Bring your own ideas and suggestions to shape the company and direction they take.
> Keep Learning – Training and development to level up your skills.
> Long-Term Stability – Be part of a team that takes pride in keeping the right people with no end in sight for their careers

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!

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 Timezone
> There are times when you may need to extend your shift, no two days are the same and there can be fluctuations in tasks
> There will be an ebb and flow to working hours
> 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
> Outlook (Email/Calendar)
> Zoom/Zoom Phone
> Teams
> Dropbox
> Hubspot
> OneDrive?
Compensation
> $16,800-20,400++/yr

Don’t forget to attach your PDF resume Upgrade to see actual info indicate “P3 - Executive Assistant” in the subject line.