Executive Assistant

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: TYPE OF WORK

Full Time

: SALARY

N/A

: HOURS PER WEEK

40

: DATE UPDATED

Mar 2, 2026

JOB OVERVIEW

Primary Responsibilities
1. Project Control & Zoho Governance
Meeting Shadowing: Attend all internal, client, and sales meetings. Capture all action items and deadlines in real-time.

Task Translation: Convert the CEO’s verbal ideas and voice notes into structured project plans within Zoho Projects.

The "Monday Pulse": Run weekly audits of all active projects. Identify bottlenecks and hold Directors (and the CEO) accountable for overdue tasks.

Reporting: Generate weekly performance and KPI reports for the CEO to review business health at a glance.

2. Sales & CRM Management
Pipeline Hygiene: Manage Zoho CRM to ensure every lead has a clear "Next Step" and follow-up date.

Contract Administration: Draft and send contracts (via Zoho Sign) following verbal closes and manage the signature process.

Client Onboarding: Coordinate the transition from "Closed-Won" to "Project Kickoff," ensuring Directors are briefed and tasks are assigned.

3. Communications & PR Support
Drafting & Ghostwriting: Draft press releases, client correspondence, and internal announcements based on CEO bullet points.

Media Outreach: Manage media lists and handle the distribution and tracking of press releases.

Inbox & Slack Triage: Act as the first line of defense for the CEO’s communications, filtering for high-priority items and answering routine operational questions.

4. Strategic Calendar Defense
Time Batching: Organize the CEO’s calendar to maximize "Deep Work" time, grouping sales and consulting calls into specific blocks.

Briefings: Provide the CEO with daily "Briefing Notes" including context for upcoming meetings and status updates on pending deliverables.

Daily updates highlighting urgent tasks and prioritizing next day tasks

Required Qualifications
Expert Proficiency in Zoho Suite: Specifically Zoho Projects, Zoho CRM, and Zoho Sign.

Operations Mindset: You enjoy building systems and find "messy" environments satisfying to clean.

Assertiveness: You are comfortable "managing up" and holding a CEO accountable to their own deadlines.

Exceptional Communication: The ability to turn a 60-second frantic voice memo into a professional, multi-step project plan.

Remote Work Fluency: Expert use of Slack, Zoom, Loom, and password management tools (e.g., LastPass/1Password).

Reliability is critical in this role - EST hours

Key Performance Indicators (Success Metrics)
System Integrity: 100% of the CEO's verbal commitments are logged in Zoho within 2 hours of a meeting.

Reporting Consistency: Monday Morning Reports are delivered by 9:00 AM local time without fail.

Lead Capture: Zero sales leads sit in the CRM without an active "Next Action" date.

CEO Throughput: A measurable reduction in the CEO's time spent on administrative "checking in" vs. high-level consulting.

How to Apply
Please include a brief Loom video or cover letter detailing your experience managing a Zoho environment and how you have previously held an executive accountable.

SKILL REQUIREMENT

Organization Time Managment Executive Assistance

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Executive Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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