Executive Assistant

Read This Before Applying
This is not a basic virtual assistant role.

If you are looking for simple task lists, calendar management, or repetitive admin work — this is not a fit.

This role exists to create leverage for a fast-moving CEO and COO at a growing U.S.-based marketing agency.

You will operate in a high-context, high-standards environment with frequent switching between hiring, writing, coordination, analytics, and execution.

If you thrive in ambiguity, think in systems, and use AI as a force multiplier — keep reading.

The Mission
Own the flow of information from raw input ? structured system ? finished output so leadership is no longer the bottleneck.
You will turn voice notes, Loom recordings, transcripts, and messy ideas into:
- Clean documents
- Structured hiring pipelines
- Organized dashboards
- Polished communication
- Reliable execution systems

If this role is done well, leadership feels:
- Fewer dropped balls
- Fewer repeated explanations
- Less mental clutter
- Cleaner systems
- Higher quality written output
If that does not happen, the role is not being executed correctly.

Core Areas of Ownership

1. Hiring Pipeline Execution
This is one of the highest-leverage areas.
- You will turn transcripts into:
-- Job descriptions
-- Scorecards
-- Interview questions
-- Must-have vs. nice-to-have lists
- Post jobs
- Track applicants
- Schedule interviews
- Send follow-ups
- Draft offer emails (approved before sending)
- Prepare offer letters from templates
- Coordinate references
- Manage onboarding logistics

You must be comfortable extracting structure fro ---------- ssy conversations using AI tools.

2. “You Speak, They Build” Operations
The Founder communicates in:
- Loom videos
- Slack voice notes
- Call transcripts
- Bullet points

You turn them into:
- SOPs
- Checklists
- Notion docs
- Decision memos
- Organized execution plans
You are responsible for clarity.

3. COO Support & Internal Coordination
You will:
- Maintain executive priority trackers
- Prepare meeting agendas
- Capture notes and action items
- Follow up on commitments
- Build weekly summaries:
-- What moved
-- What’s stuck
-- What needs decision
You must follow up politely but persistently.

4. Travel & Logistics (Business + Personal)
You will own:
- Flights
- Hotels
- Itineraries
- Calendar adjustments
- Expense tracking
- Changes and cancellations
Mistakes here cost real money and time. Accuracy matters.

5. Data Organization & Reporting
You will:
- Clean messy spreadsheets
- Standardize naming conventions
- Structure data so it becomes usable
- Create charts for leadership review
- Maintain simple dashboards in Google Sheets
- Use AI tools to accelerate reporting
- Dashboards must support decisions — not decoration.

6. AI-Enabled Writing & Communication
You will draft:
- Internal announcements
- Client emails
- SOPs
- Hiring documents
- Onboarding materials
- Meeting follow-ups
- Templates

Writing must be:
- Clear
- Direct
- Professional
- No fluff
- Strong written English is mandatory.

Required Skills
You must demonstrate:
- Excellent written English
- Strong organizational ability
- High attention to detail
- Comfort working independently
- Ability to manage multiple workstreams

Proficiency with:
- Google Docs
- Google Sheets
- Calendars
- Slack
- Loom
- ChatGPT / Claude
You must be comfortable using AI daily to increase speed and clarity.

Work Expectations
- Full-time (35 hours/week)
- Minimum 6-hour overlap with US Pacific Time
- Responsive during working hours
- Written updates without prompting
- Issues escalated same day
- Missed deadlines without notice are unacceptable

This Role Is Not For You If:
- You need step-by-step instructions
- You wait to be told what to do
- You dislike writing
- You struggle with ambiguity
- You avoid follow-up
- You prefer repetitive task-only roles

Compensation
- $12,480–$16,640 USD per year
- Paid bi-monthly (1st and 15th)
- Full-time, long-term position
- Annual performance-based raise
- Stable role inside a growing company

What Good Looks Like After 60 Days
Leadership experiences:
- Cleaner systems
- Organized hiring pipelines
- Clear documentation
- Fewer dropped balls
- Less reactive scrambling
- Higher writing quality with less revision
If you are still waiting for instructions after 60 days, this role is not a fit.

Application Instructions (Required)
To be considered, you must include:
- A 3–5 minute Loom video introducing yourself
- Your internet speed (upload & download)
- Confirmation of US PT overlap hours
- A short explanation of how you use AI tools in your daily workflow
Applications missing these will not be reviewed.

What to Expect After Applying
If your application meets the requirements listed above, you will receive a skills assessment within 48 hours. The assessment is a practical exercise based on a real scenario you would encounter in this role. It is designed to take a strong candidate 60–90 minutes. We will evaluate your ability to gather information, organize it clearly, and communicate with a team — not whether you used AI to help. Candidates who score well on the assessment will be invited to a live interview. We respect your time and move quickly.

Final Note
We are not hiring a helper. We are hiring a high-agency Executive Assistant who thinks like an operator and uses AI as leverage. If you want stability, growth, and real ownership — apply.