Executive Assistant

Job not on LinkedIn

🔥 17 hours ago

🇺🇸 United States – Remote

⏱ Part Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 12%

What it means: how likely this posting is sitting open without active hiring.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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Scala Staffing

WebsiteLinkedInAll Job Openings

2 - 10 employees

Founded 2025

🎯 Recruiter

🤝 B2B

Recruitment • B2B

Scala Staffing is a remote staffing and outsourcing firm that matches growth-driven companies with vetted virtual assistants and remote teams. Their services include candidate sourcing and assessment, cultural and communication training, onboarding support, hourly billing with time tracking, and consolidated invoicing. The website highlights offerings for virtual assistants, web design & development, digital marketing, and customer support, and emphasizes a training-first approach, long-term placements, and end-to-end management of recruitment and team integration. Site metrics shown include large numbers of tasks completed and assistants interviewed, and roughly four years in business.

📋 Description

• Manage and prepare Google Docs and Google Sheets • Manage the email inbox and respond to administrative and client enquiries • Manage calendars and appointments • Handle customer service and client administration • Manage payments through Stripe, monitor payments and follow up overdue accounts • Manage and maintain internal systems and databases • Create and maintain Notion pages and templates • Manage and troubleshoot basic Zapier automations • Complete administrative client tasks within Trainerize and maintain client records and spreadsheets • Assist with client onboarding and client success processes • Manage social media DMs and respond to enquiries • Nurture leads and assist with sales conversations via DMs • Support email marketing and administration through MailerLite • Support administration within the Skool community • Perform basic podcast administration, including preparing episode descriptions, uploading episodes to Spotify for Creators and YouTube, and scheduling/publishing episodes • Complete basic Canva design tasks • Assist with other administrative and operational tasks associated with delivering coaching services

🎯 Requirements

• Excellent written and spoken English • Strong attention to detail • Excellent organisation and time-management skills • Confidence learning and working across different software platforms • Ability to follow processes and SOPs accurately • Strong written communication and customer service skills • Ability to work independently, take initiative and problem-solve • High level of reliability and accountability • Previous experience in a VA, EA, administration, operations or similar support role • Experience with Google Docs, Google Sheets, Google Drive, Gmail, Google Calendar, Canva, WhatsApp, Zapier, Stripe, Notion, MailerLite, Skool, Instagram, YouTube and Spotify for Creators is ideally desired • Experience within the health, fitness or online coaching industry is highly regarded but not essential • Marketing experience is highly regarded but not essential • Sales experience is highly regarded but not essential • Lead nurturing and DM sales experience is highly regarded but not essential • Experience supporting an online service-based business is highly regarded but not essential • Experience with Trainerize is beneficial but not essential • Must have agreed core availability for communication and collaboration with the Australian-based team

🏖️ Benefits

• Approximately 20 hours per week • Opportunity for the role and hours to grow over time • Agreed core availability to allow for communication and collaboration with the Australian-based team • Training can be provided for Trainerize