Exec Assistant

Executive Assistant

Title:

Executive Assistant

Type:
Full-Time Remote Contractor (40 hours/week)

Schedule:

US Central Standard Time (CST) Hours | Monday – Friday

Location:

Remote (Offshore — Open to talent in Latin America and/or South Africa)

We help small to medium-sized business owners value their business and find buyers, acting as a professional intermediary through the entire selling process.

We are seeking a proactive, growth-minded Executive Assistant to be the operational backbone of our team. This is a broad role at a small, growing business, so you will touch many areas: communication, client coordination, CRM and pipeline, operations, marketing support, and team support. The right person takes ownership, anticipates needs, works comfortably with AI tools, and solves problems without being micromanaged.

This is a client-facing role: you will speak with clients regularly by phone and on Zoom, so warm, clear, professional communication is essential.

• Own calendar management: coordinate meetings, confirm attendees, and protect focus time
• Prepare meeting agendas, presentations, and materials in advance
• Own email and inbox management: handle daily correspondence, resolve routine messages, and build templates for recurring responses
• Manage phone and messaging communication professionally

• Coordinate with clients and keep them moving smoothly through each step
• Build and maintain client and prospect relationships through research, CRM updates, gift coordination, sales outreach, and follow-up

• Manage the CRM and keep records and the pipeline current and accurate
• Drive lead nurturing and follow-up so nothing slips

• Coordinate day-to-day operations and client delivery workflows
• Track deliverables and deadlines and provide status updates
• Develop standard operating procedures and onboarding and offboarding documentation
• Identify and implement process and workflow improvements, including working with AI tools
• Keep files, schedules, and documentation accurate and organized

• Prepare and update business listings, marketing kits, and deal documentation
• Handle special projects independently and meet deadlines

• Help manage social media content and engagement
• Help with newsletters and blog content
• Help produce short-form video clips for Linked In

• Support the team as we grow, stepping in wherever the business needs it

• Above all, a genuine go-getter: takes initiative, anticipates needs, takes full ownership, and thrives without being micromanaged. This is the most important quality.
• Experience as an Executive Assistant, Virtual Assistant, or in a similar client-facing role
• CRM and pipeline experience
• Comfortable using AI tools and eager to learn new systems
• A strong, warm communicator who is confident and professional on the phone and on Zoom with clients, this being a client-facing role, with excellent written and spoken English
• Highly organized, flexible, and able to work independently
• Discreet and reliable with confidential client information
• Comfortable in a remote, single-employer role during CST business hours