Executive Assistant – Coaches, EOS, Consultants

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🔥 12 hours ago

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ScaleSource

WebsiteLinkedInAll Job Openings

11 - 50 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

ScaleSource is a remote staffing and hiring platform that connects U. S. employers with vetted international, timezone-aligned professionals for long-term roles. The company focuses on dedicated, reliable team members (not freelancers or temps), offering candidate sourcing, vetting, and payroll/administrative support to simplify hiring and reduce costs. ScaleSource positions itself as a B2B solution for businesses seeking scalable, remote talent and ongoing team growth.

📋 Description

• Run the founder's communication and schedule so they never have to think about it • Responsible for managing inbox, calendar, meeting prep, follow-up, and CRM updates • Triaging communications with judgment — knowing what needs the founder's attention and what doesn't • Drafting and sending replies in the founder's voice, indistinguishable from their own writing • Keeping the calendar protected and meeting prep ready well ahead of time • Making sure every meeting generates its follow-ups and every follow-up gets closed • Running the admin machine behind launches, webinars, and onboarding • Supporting webinar, launch, and client onboarding admin end to end • Keeping every moving piece of a launch or onboarding sequence on track without dropped steps • Tracking action items from meetings and planning sessions with owners and due dates • Coordinating contractors — designers, VAs, tech support — so deliverables land on time • Maintaining client records, notes, and deliverable handoffs • Keeping documentation clean enough that anyone stepping in could understand client history and status immediately • Protecting the founder's focus by absorbing the small stuff completely

🎯 Requirements

• 3+ years supporting a founder, coach, consultant, or agency owner • Managed inbox triage for 20+ meetings per week for at least one executive — this must be demonstrable, not estimated • 3+ of these tools for 12+ months: Google Workspace, Zoom, Calendly, Slack, ClickUp/Asana, HubSpot, GoHighLevel, Kajabi • 2+ launches, webinars, or events per month, OR 30+ client follow-up tasks per week • 12+ month tenure with the same founder or client, OR 2+ founder references available • Fluent written and spoken English at a professional level, with the ability to write convincingly in someone else's voice • Must pass a voice-matching writing exercise at 85%+ • Professional home office setup and reliable internet • Willing to undergo the required training assessment as part of the recruitment process • Must be available Monday–Friday, 9:00 AM–6:00 PM in PST, CST, or EST

🏖️ Benefits

• Better Role Matching — you are placed where you can actually perform and grow, not just fill a seat • Real Upside — strong performers unlock raises, long-term stability, and future opportunities • Work With U.S. Operators — direct exposure to founder-led businesses focused on growth and execution • Real Ownership — your work directly impacts operations. Less bureaucracy, more responsibility from day one • Founder-Level Exposure — work directly with coaches, consultants, and EOS Implementers and learn how expert businesses actually run