Executive Assistant (Remote, Part-time/Freelance)

Are you someone who thrives on clarity and calm even when things get a little complex Do you love bringing order to ideas supporting others behind the scenes and being part of something meaningful Are you an English native speaker with solid German skills

Were SheVisionary a small heart-led agency that supports visionary women on their entrepreneurial journeys and were growing fast. Our clients work in coaching spirituality and personal development and we stand beside them with trust structure and care. We are mission-driven feminist and seek to contribute to a better world with our work. We are based in Spain and work with virtual assistants from around Europe.

Were looking for someone whos reliable thoughtful and well-organized someone who sees the details holds the bigger picture and helps our clients stay focused on what matters most. Were also looking for someone whod love to grow together with us as we continue to expand and take on more clients.

If you enjoy supporting women entrepreneurs contributing your own ideas and being part of a supportive emotionally intelligent team you might feel right at home with us!

Tasks

Calendar & Client Management

• Managing calendars for both founders using Google Calendar
• Scheduling and rescheduling coaching sessions and meetings with clients
• Sending reminders and coordinating important dates and events
• Communicating with high-level clients via email WhatsApp and sometimes phone
• Arranging personal touches like gifts and congratulatory notes

Administrative & Financial Support

• Taking the lead in onboarding new clients collaborators and freelancers
• Setting up folders and sending out coaching agreements and confidentiality agreements
• Preparing and sending client invoices
• Organizing and updating documents in Google Drive
• Improving and optimizing internal workflows and operational checklists in Asana to support company growth
• Prioritizing tasks based on urgency and importance
• Staying up to date with AI tools and trends

Project & Travel Coordination

• Conducting research to support current and upcoming projects
• Assisting with booking travel and accommodations

Team Communication & Culture

• Maintaining communication with founders on daily tasks through WhatsApp and having weekly update meetings with both
• Preparing and leading weekly circle meetings and taking notes
• Managing the rhythm of internal freelancer chats and facilitating meaningful discussion and sharing
• Encouraging meaningful engagement in the circle of freelancers and a culture of connection
• Answering freelancer questions about processes and client-related work

Requirements

• English native speaker German and/or Spanish (B2 level or higher)
• 2 years of experience as an executive assistant or in a similar role
• Based in or near Central European Time (CET)
• Flexibility to support occasional short-notice tasks
• Clear and proactive community in written and verbal form
• Comfortable communicating with high-level clients
• Highly organized structured detail-oriented and proactive
• Confident using Google Workspace (Docs Drive Calendar)
• Strong sense of responsibility and follow-through
• A reliable quiet workspace stable internet and functioning computer
• A calm thoughtful and emotionally intelligent working style
• Alignment with our values of care service and personal growth

Bonus Skills (Not Required)

• Experience in PR hospitality publishing or event planning
• Familiarity with CRM tools or onboarding systems
• Interest in topics like coaching leadership or personal development
• Experience in HR and recruitment

Benefits

• Direct collaboration with the founders and insight into the business
• A mission-driven company culture grounded in professionalism service and heart
• Trustful collaboration with a caring and communicative team
• Clearly structured processes with room for personal responsibility
• Location-independent work
• Inspiring projects with female entrepreneurs who are making a difference
• Long-term equal partnerships where it works for both sides
• Learning and developing skills in an environment that values individual contributions
• Weekly enrichment meetings that contribute to personal and professional growth

How to Apply

Please include all of the following in your intitial application to be considered.

• Your CV (12 pages)
• A short cover letter (1020 sentences) sharing your motivation to work with us and any extra skills you bring
• One or two references from previous employers

Application Process

Were looking for someone who truly wants to be part of the team and grow with us long-term. We value care clarity and thoughtful communication. Our hiring process includes:

• Initial application
• A questionnaire to go into more detail
• Two video interviews
• A small paid trail project to demonstrate your working style and attention to detail

Were also an equal opportunity employer.

We celebrate diversity and are committed to creating an inclusive environment for all team members. We welcome applications from people of all backgrounds regardless of race ethnicity gender identity sexual orientation religion age disability or personal circumstances. LGBTQIA individuals parents people with visible and invisible disabilities and career changers are warmly encouraged to apply.

If you identify with this role and are interested in a structured human and meaningful collaboration then we look forward to receiving your application!