Executive Assistant

Location: Remote
Schedule: Full-Time | EST U.S. Hours
Rate: USD $1,000 to $1,300 per month, commensurate to experience

About the Role

Our partner is a growing coaching and professional development company looking to hire two Executive Assistants—one dedicated to the CEO and one dedicated to the Chief Strategy Officer, both of whom are co-founders of the company.

These are hands-on roles combining executive support, project management, event coordination, cross-team communication, and community support. We are looking for people who can take ownership, anticipate needs, solve problems independently, and keep priorities moving without needing constant direction.

Each Executive Assistant will primarily support their assigned co-founder, while broader responsibilities may be divided between the two assistants based on business needs and individual strengths.

Working Hours & Availability

These roles require working American hours, aligned with the assigned co-founder’s U.S. time zone.

This is not a standard Monday-to-Friday, 9-to-5 position. You should be comfortable with:

• Non-standard or changing work hours when needed
• Occasional evening or weekend support
• Adjusting your schedule around travel, events, deadlines, and urgent priorities
• Being responsive when time-sensitive matters come up

Your regular working schedule, availability expectations, and any scheduling limitations will be discussed and agreed upon before starting.

What We’re Looking For

• Proactive and on top of things: Anticipates needs, notices gaps, prepares ahead, and addresses issues before they become problems.
• A resourceful self-starter: Can research, troubleshoot, and recommend solutions without waiting for step-by-step instructions.
• Strong ownership and follow-through: Tracks commitments, follows up consistently, and closes the loop so nothing falls through the cracks.
• Excellent communication: Provides clear, concise updates, asks thoughtful questions, and knows when to act independently versus escalate an issue.
• Clear, confident English: Has excellent written English, clear and easily understood spoken English, and strong listening comprehension. Candidates must be comfortable making and receiving calls and representing the co-founder professionally with clients, vendors, speakers, and team members.
• Sound judgment and discretion: Handles confidential business, financial, personnel, and personal information appropriately and understands the boundaries of delegated authority.
• Strong prioritization: Can distinguish urgent requests from lower-priority tasks, protect the co-founder’s time, and manage competing demands.
• Adaptability: Stays organized and composed when priorities shift or plans change at short notice.
• Relevant experience: Prior experience supporting founders or senior executives, preferably at a fast-moving U.S. company, would be valuable.
• Technical confidence: Learns new systems quickly and is comfortable with collaboration tools, project management platforms, CRMs, and shared documents.
• Reliable remote setup: Has dependable internet, a quiet environment for calls, and practical backup arrangements for internet or power interruptions.

Previous experience supporting founders, executives, or senior leaders, particularly in a fast-moving U.S. company, is strongly preferred.

Key Responsibilities

Each assistant will primarily support their assigned co-founder. Broader responsibilities will be allocated between the two positions based on executive needs and individual strengths.

1. Executive Support

• Manage inboxes, calendars, task priorities, travel arrangements, and personal scheduling.
• Coordinate meetings across time zones, anticipate scheduling conflicts, and protect focus time.
• Prepare meeting briefs, presentations, agendas, follow-ups, and status updates.
• Monitor Slack communications, surface priority messages, and draft or send responses as authorized.
• Support HubSpot activity, CRM updates, and follow-ups on behalf of the assigned co-founder.
• Manage expenses, invoices, and administrative tasks requiring executive approval.
• Make calls and coordinate directly with internal and external contacts.
• Handle sensitive matters with confidentiality and discretion.

2. Event Planning

• Lead planning and execution for GrowthCon, our twice-yearly live event serving 200 to 400 loan officers.
• Coordinate venues, contracts, vendors, room blocks, travel, speakers, attendee communications, and branded materials.
• Manage event schedules, run-of-show documents, and event-day coordination.
• Partner with Sales and Marketing on promotion, registration, and the attendee experience.
• Support webinars, workshops, and other company events.
• Conduct post-event reviews and document improvements for future events.

3. Project Management

• Drive cross-functional initiatives and special projects from planning through completion.
• Maintain project dashboards, track deliverables, and follow up with internal teams.
• Identify blockers early and resolve or escalate them before they affect timelines.
• Coordinate leadership meetings, document decisions, assign action items, and track next steps.
• Support employee onboarding and offboarding across systems such as Asana, Slack, and HubSpot.
• Document and maintain standard operating procedures.

4. Cross-Team Communication

• Keep Sales, Marketing, and Operations aligned on leadership priorities.
• Draft internal communications, announcements, and updates.
• Monitor key Slack channels and ensure important information reaches the right people.
• Follow up on cross-functional commitments and maintain accountability.
• Represent the assigned co-founder’s priorities in meetings when needed.

5. Content and Community Support

• Organize content and resources for our coaching community.
• Collaborate with Marketing and internal subject matter experts on editorial calendars and content delivery through Circle.so.
• Prepare presentations, reports, and written materials.
• Research industry trends, tools, and competitor activity.
• Support community engagement and ensure members receive timely attention and resources.

Tools & Systems

Experience with the following or similar platforms is not required but helpful:

• Asana
• Trello
• Slack
• HubSpot
• Circle.so
• Google Workspace or Microsoft Office
• Calendar and scheduling tools
• Project management and collaboration platforms

What Success Looks Like

You will be successful in this role if you can:

• Keep the assigned co-founder organized and focused on the highest-priority work.
• Anticipate needs instead of waiting to be told what to do.
• Take ownership of tasks and projects and follow them through to completion.
• Communicate clearly and professionally with internal and external contacts.
• Keep projects, events, meetings, and follow-ups organized even when priorities change.
• Make sound decisions within your level of authority and escalate appropriately when needed.
• Become a trusted partner who reduces the executive’s administrative and operational workload.

Hiring Process

Candidates may be asked to complete a few practical exercises during the recruitment process, including:

• A live conversation or simulated phone call to assess communication skills
• A short writing exercise
• A prioritization scenario involving competing executive requests
• Questions about specific examples of taking initiative, solving problems independently, and managing multiple priorities

References from previous executive support roles may also be requested.

• Collaborative and supportive work environment.
• Stable, long-term remote work opportunity.
• Maxicare HMO after three months probationary period