LOOKING FOR STELLAR TOP CANDIDATES

Position:Executive Assistant / Life & Business AssistantWorking Hours:Full-Time│ Mon – Fri 8:00 am - 5:00 pm CSTSearch Location:Latin America│South Africa│PhilippinesSalary:1000 – 1800 USD / month:$1,300–$1,600 │Philippines (Senior):$1,500–$1,800 │South Africa / Latin America (Junior–Mid):The Final Salary Offer depends on the client’s decision, interview resultsand experience

About the Role:

We are looking for a highly proactiveExecutive Assistant / Life & Business Assistantto serve as the "central nervous system" for an executive’s personal and professional life. This is not a passive role; you will be his right hand, ensuring that nothing falls through the cracks and that both business operations and household logistics run seamlessly.

The ideal candidate is a calm, grounded professional who thrives on variety, manages up effectively, and can navigate the complexities of supporting a US-based executive across multiple domains.

Role Responsibilities:

Professional Support & Operations
* Complex Calendar Management:Handle complex scheduling across time zones, resolve conflicts proactively, and protect focused work and family time.
* Meeting Support:Provide context briefings before meetings, review and parse detailed notes for action items and follow-ups, and proactively manage next steps when appropriate.
* Business Assets:Prepare decks, documents, and light research reports; maintain organized files and templates.
* Outreach & Research:Build targeted lists (e.g. investors, partners, prospects), draft outreach emails, and manage follow-up sequences.
* Inbox Management:Filter, prioritize, and draft responses; flag what needs attention and handle what doesn’t.
Personal & Lifestyle Management
* Financial Admin:Track bill payments, organize expenses, and coordinate with wealth and tax advisors.
* Family Logistics:Grocery orders, medical appointments, childcare logistics, household vendor management.
* Travel Planning:End-to-end itinerary building—flights, hotels, restaurants, activities, and backup plans.
* Proactive Optimization:Identify gaps in current systems and suggest improvements without being asked.
Requirements:

Hard Skills & Experience
* Proven Experience:Prior experience as an Executive Assistant or Senior Virtual Assistant supporting US-based executives.
* Communication:Exceptional written and verbal English skills.
* Tech Savvy:Proficient in document/deck preparation and digital organization tools.
* Multi-tasking:Comfort with frequent task-switching and managing a diverse to-do list.

Soft Skills
* The "Anticipator":You don't wait for instructions; you see a need and fill it before being asked.
* Confident Communicator:You can "manage up" and provide direction to the executive without needing to be micromanaged.
* Ambiguity-Friendly:You stay calm and organized even when priorities shift or instructions are high-level.
* Grounded Personality:You bring a sense of order to chaos and remain service-oriented yet assertive.

Tools

You should be comfortable with (or able to quickly learn):
* Core:Google Workspace (Gmail, Calendar, Docs, Sheets)Notion (task management, databases, documentation)Slack (async communication)
* Google Workspace (Gmail, Calendar, Docs, Sheets)
* Notion (task management, databases, documentation)
* Slack (async communication)
* AI Tools:Claude or ChatGPT for research, drafting, summarizationExpectation: you use AI to work faster, not as a crutch
* Claude or ChatGPT for research, drafting, summarization
* Expectation: you use AI to work faster, not as a crutch
* Scheduling & Communication:Supercal,Cal.com, Calendly, or similar scheduling toolsLoom or Supercut for async video updatesGranola for meeting notes and summaries
* Supercal,Cal.com, Calendly, or similar scheduling tools
* Loom or Supercut for async video updates
* Granola for meeting notes and summaries
* Research & Data:Basic web research and synthesisLinkedIn for a professional contextComfortable navigating and exploring new tools as needed
* Basic web research and synthesis
* LinkedIn for a professional context
* Comfortable navigating and exploring new tools as needed
* Nice to Have:Figma (light edits, not design work)Expense tracking tools (Expensify, Ramp, Mercury)Light CRM experience (Clay, HubSpot, Airtable, etc.)
* Figma (light edits, not design work)
* Expense tracking tools (Expensify, Ramp, Mercury)
* Light CRM experience (Clay, HubSpot, Airtable, etc.)
This Role Is NOT for You If…
* You need highly structured direction and detailed instructions for every task
* You struggle with frequent context-switching between unrelated domains
* You prefer to "stay in your lane" rather than proactively expand your scope
* You're uncomfortable with the personal/family side of the role
* You view AI tools as optional rather than essential
NOTE:We prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization, we kindl