Executive & Business Administration Assistant
Job not on LinkedIn
August 21
📋 Description
• Executive & Personal Assistant: Manage and organize the CEO’s calendar across business and personal commitments. • Schedule internal and external meetings with clarity and foresight. • Coordinate travel logistics and reservations. • Send reminders, prep materials, and follow-up on action items after meetings. • Provide light personal support (bill pay, scheduling, etc.). • Client & Sales Support: Track and follow up on sales leads and proposals across all three companies. • Manage CRM tools, update lead statuses, and prepare weekly reports. • Draft intro emails, follow-ups, and basic proposals. • Ensure timely replies and updates to prospects and current clients. • Collect testimonials and feedback for marketing and client satisfaction. • Operations & Administration: Monitor accounts receivable, follow up on outstanding invoices, and maintain billing spreadsheets. • Keep administrative systems clean and organized (Google Drive, Asana, Slack, etc.). • Support team workflows by flagging loose ends and open loops. • Summarize key info or documents for CEO review. • Help coordinate internal meetings and company events. • Communication & Content: Distribute company updates, assets, and information to partners and stakeholders. • Draft light copy for outreach emails, updates, and reminders. • Assist with LinkedIn lead generation outreach (ETC and No Fools). • Maintain contact lists across all brands. • Additional Support Areas: 1. Outreach & Lead Generation ○ CRM management and automation of follow-ups. • ○ Email outreach to strategic partners (churches, athletes, creatives). • ○ LinkedIn engagement with potential partners and ambassadors. • 2. Project Management & Internal Process Support ○ Draft scopes, proposals, or prep docs for review. • ○ Clean and maintain Asana task boards. • ○ Coordinate with freelancers and vendors (videographers, printers, etc.). • 3. Marketing & Content Execution ○ Support marketing email campaign prep (Mailchimp, ConvertKit). • ○ Conduct basic research for blogs, emails, or client projects. • ○ Schedule social media posts and manage inbox triage. • 4. Customer Retention & Experience ○ Coordinate client gifting and thank-you notes. • ○ Schedule quarterly check-ins or feedback surveys. • ○ Track client wins for case studies and proposals. • 5. Finance & Administration ○ Assist with bookkeeping and QuickBooks/Xero reconciliation. • ○ Organize contracts and payment terms. • ○ Monitor vendor payments and subscriptions.
🎯 Requirements
• Diploma or Bachelor’s degree. • Equivalent of 16 years of formal English education. • Neutral, sounding English accent; professional fluency in English. • 2–3 years as an Executive Assistant in relevant fields (administration, operations, creative or marketing industries). • Own computer, phone, and high-speed internet (≥100 Mbps). • Excellent communicator in written and spoken English. • Tech-savvy, eager and open to learning and adopting AI tools to reduce redundancies. • Flexible, adaptable, and able to jump into various tasks (social media tasks and other small-scale business functions) as needed. • Trustworthy, discreet, and respectful of confidentiality. • Bonus: Familiarity with Asana, Slack, QuickBooks, Google Suite, CRMs.
🏖️ Benefits
• Competitive Salary • Performance bonuses and incentives. • Paid Time Off and Paid Holidays. • Health insurance. • Remote work flexibility. • Career advancement opportunities. • Ongoing training in real estate, conflict resolution, and client success.
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