Executive Assistant for US Agency Founders

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: TYPE OF WORK

Part Time

: SALARY

$7 - $11/hour (based on experience) | 20

: HOURS PER WEEK

20

: DATE UPDATED

Aug 13, 2026

JOB OVERVIEW

We are a US-based digital marketing agency looking for an executive assistant who catches the things that would otherwise slip. This role requires 3 to 4 hours of daily overlap with US Eastern business hours.

Role summary:

You are the operational safety net. You listen to what was said in meetings and on email, turn it into tracked commitments, and make sure nothing gets dropped. You own the master calendar of internal and external deadlines, process leads captured at events into our systems, coordinate executive schedules, and prepare documents for send-off.

Responsibilities:

• Review meeting recordings and transcripts in our meeting archive tool, produce action-item summaries with owners and due dates, and track them to closure
• Maintain a single running schedule of all internal and external dates, deadlines, and deliverables, and publish it to the team on a set cadence
• Post-event lead processing: take photographed business cards or spreadsheets and get every contact into the email platform, tagged and segmented by event name and date, with full details logged in the CRM
• Manage and coordinate two executive calendars, including scheduling, rescheduling, and conflict resolution
• Research and surface industry events, conferences, and networking opportunities that match stated business priorities
• Format, update, and prepare contracts and proposals for send-off, working from existing templates
• Draft billing reminders and client payment request emails for approval
• Maintain CRM hygiene: deduplicate, complete records, update stages
• Keep the project management board current and chase overdue items
• Monitor and draft responses for a business networking platform inbox, in the voice we specify

Must have:

• 3 or more years supporting executives or business owners, ideally in a US-facing role
• Willing and able to work 3 to 4 hours daily inside US Eastern business hours. This is not negotiable and is the most common reason applicants are declined
• Excellent written English. You will draft correspondence that goes to US clients
• Strong Google Workspace skills, particularly Sheets. You should be comfortable with lookups, filters, and cleaning a messy contact export
• Experience with a CRM and an email marketing platform
• Extremely high attention to detail on names, dates, dollar amounts, and spelling
• Discretion. You will see contracts, financials, and client correspondence
Nice to have
• Experience with meeting transcription tools
• Experience with a project management tool such as Asana
• Experience preparing proposals or contracts for signature
• Accounts receivable or collections support experience

To apply, send the following. Applications missing any item will not be reviewed.

1. Two work samples with all confidential information removed: one meeting summary or action-item tracker you produced, and one calendar, deadline tracker, or process document you built and maintained.
2. Two professional references from past employers. References from companies based in the United States are strongly preferred. References from Canada, the United Kingdom, Australia, or New Zealand are also accepted. At least one reference must be an executive or manager you directly supported.
3. Your exact available working hours, stated in both Philippine time and US Eastern time.
4. Your expected hourly rate in USD.
5. Written confirmation that you consent to Hubstaff time tracking.

Start your application with the words GREEN FOLDER on the first line. Applications without it are deleted unread.

Screening questions
1. State your working hours in US Eastern time.
2. You are in a meeting recording where three commitments are made but no one assigns owners or dates. What do you do next?
3. You receive 60 photographed business cards from a conference. Describe your process end to end.
4. A client is 30 days past due. Draft the first reminder email you would send for approval.
5. Describe a time you caught something that was about to be missed. What was it and how did you catch it?
6. In Google Sheets, you have an event contact export with duplicate emails, inconsistent name capitalization, and mixed phone formats. How do you clean it?
7. What other work do you currently have and how many hours does it take weekly?

SKILL REQUIREMENT

Calendar Management Personal Assistant Executive Assistance

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Executive Assistant for US Agency Founders

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

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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