Executive Assistant

🕒 October 30

🏄 California – Remote

🏄 California – Remote

💵 $1.8k - $2k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 11%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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InsideOut

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2015

🎯 Recruiter

🤝 B2B

Recruitment • B2B

InsideOut is a recruiting and placement service that sources, screens, and delivers pre-vetted virtual assistants (VAs) and specialists for small businesses and solopreneurs. They provide a done-for-you hiring process—booking a strategy call, sourcing candidates from strategic regions (Philippines, Latin America, South Africa, Egypt), delivering a curated shortlist within 5–7 business days, and supporting offer negotiations and onboarding. InsideOut emphasizes cost-effective global talent (hourly ranges listed by region), a six-month replacement guarantee, pay-only-when-you-hire pricing (no subscriptions), and ongoing post-hire support. Roles covered include general and executive assistants, sales, operations/HR, marketing and creative, and accounting/bookkeeping, targeting U. S. businesses that want to scale by outsourcing administrative and specialist tasks.

📋 Description

• Serve as the central operational backbone and ML-10 Meeting Secretary for the executive team • Prepare meetings, manage agendas, gather pre-read materials, clarify priorities, and send reminders • Record attendance, key points, decisions, and responsible parties during assigned meetings • Standardize and distribute meeting summaries within 24 hours • Track action items, monitor unresolved items, flag delays, and follow up with managers and executives • Escalate urgent or unresolved bottlenecks to executive leadership • Maintain action-item trackers and consolidated accountability dashboards • Prepare weekly consolidated departmental progress reports tracking commitments and completion rates • Identify trends, friction points, and delays requiring executive intervention • Manage executive calendars and Outlook inbox triage • Screen and route incoming calls and schedule external client meetings • Maintain a centralized corporate compliance calendar • Track business licenses, registrations, regulatory deadlines, and produce monthly Business License Status Reports • Monitor property tax deadlines and issue reminders 30, 15, 7, and 2 days before due dates • Maintain notices and compliance documentation with monthly reviews • Update accounting spreadsheets, collect financial data and invoices, track expenses, and identify discrepancies • Coordinate estimating department client intake requests • Conduct vendor outreach and research • Document SOPs and administrative workflows • Draft executive presentations, coordinate signatures, and handle adjacent project coordination

🎯 Requirements

• C1 English level is required; selected candidate will speak strictly in English during their whole shift • 3+ years of experience as an Executive Assistant, Operations Coordinator, or Administrative Project Manager supporting senior leadership • Professional fluency in English required • Spanish language proficiency strongly preferred • Experience supporting operations in construction, trades, or estimating highly desirable • Proven track record in rigorous pre-meeting preparation, agenda development, and secretarial record-keeping • Exceptional organizational skills to spot patterns, delays, and inconsistencies • Fixed sense of urgency and ability to treat deadlines as hard commitments • Friendly but stern demeanor and ability to represent ownership well • High assertiveness and confidence to follow up persistently and enforce accountability • Proven history of handling confidential corporate/financial information with absolute discretion • Ability to anticipate executive needs and work autonomously • Advanced proficiency in Microsoft Office (Excel, Outlook, Teams, Word) • Comfort using AI-based productivity tools such as ChatGPT and daily AI reporting software such as Cadence AI • Experience using digital tracking systems, phone/extension routing systems, and payment/payroll platforms such as Cadana • Must provide an English audio or video recording with application • Must upload an internet speed test screenshot with application • Must provide a portfolio link without contact information

🏖️ Benefits

• Remote work opportunity • Assistance required after hours at times • Saturday 2-hour call required

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