Executive Assistant Life & Business Assistant 17178
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Job Location:
Bogota, NJ - USA
Monthly Salary:
Not Disclosed
Posted on:
3 days ago
Vacancies:
1 Vacancy
Job Summary
LOOKING FOR STELLAR TOP CANDIDATES
Position: Executive Assistant / Life & Business Assistant
Working Hours: Full-Time Mon Fri 8:00 am - 5:00 pm CST
Search Location: Latin AmericaSouth AfricaPhilippines
Salary:USD / month
: $1300$1600 Philippines (Senior)
: $1500$1800 South Africa / Latin America (JuniorMid)
: The Final Salary Offer depends on the clients decision interview results and experience
About the Role:
We are looking for a highly proactive Executive Assistant / Life & Business Assistant to serve as the central nervous system for an executives personal and professional life. This is not a passive role; you will be his right hand ensuring that nothing falls through the cracks and that both business operations and household logistics run seamlessly.
The ideal candidate is a calm grounded professional who thrives on variety manages up effectively and can navigate the complexities of supporting a US-based executive across multiple domains.
Role Responsibilities:
Professional Support & Operations
- Complex Calendar Management: Handle complex scheduling across time zones resolve conflicts proactively and protect focused work and family time.
- Meeting Support: Provide context briefings before meetings review and parse detailed notes for action items and follow-ups and proactively manage next steps when appropriate.
- Business Assets: Prepare decks documents and light research reports; maintain organized files and templates.
- Outreach & Research: Build targeted lists (e.g. investors partners prospects) draft outreach emails and manage follow-up sequences.
- Inbox Management: Filter prioritize and draft responses; flag what needs attention and handle what doesnt.
Personal & Lifestyle Management
- Financial Admin: Track bill payments organize expenses and coordinate with wealth and tax advisors.
- Family Logistics: Grocery orders medical appointments childcare logistics household vendor management.
- Travel Planning: End-to-end itinerary buildingflights hotels restaurants activities and backup plans.
- Proactive Optimization: Identify gaps in current systems and suggest improvements without being asked.
Requirements:
Hard Skills & Experience
- Proven Experience: Prior experience as an Executive Assistant or Senior Virtual Assistant supporting US-based executives.
- Communication: Exceptional written and verbal English skills.
- Tech Savvy: Proficient in document/deck preparation and digital organization tools.
- Multi-tasking: Comfort with frequent task-switching and managing a diverse to-do list.
Soft Skills
- The Anticipator: You dont wait for instructions; you see a need and fill it before being asked.
- Confident Communicator: You can manage up and provide direction to the executive without needing to be micromanaged.
- Ambiguity-Friendly: You stay calm and organized even when priorities shift or instructions are high-level.
- Grounded Personality: You bring a sense of order to chaos and remain service-oriented yet assertive.
Tools
You should be comfortable with (or able to quickly learn):
- Core:
- Google Workspace (Gmail Calendar Docs Sheets)
- Notion (task management databases documentation)
- Slack (async communication)
- AI Tools:
- Claude or ChatGPT for research drafting summarization
- Expectation: you use AI to work faster not as a crutch
- Scheduling & Communication:
- Supercal Calendly or similar scheduling tools
- Loom or Supercut for async video updates
- Granola for meeting notes and summaries
- Research & Data:
- Basic web research and synthesis
- LinkedIn for a professional context
- Comfortable navigating and exploring new tools as needed
- Nice to Have:
- Figma (light edits not design work)
- Expense tracking tools (Expensify Ramp Mercury)
- Light CRM experience (Clay HubSpot Airtable etc.)
This Role Is NOT for You If
- You need highly structured direction and detailed instructions for every task
- You struggle with frequent context-switching between unrelated domains
- You prefer to stay in your lane rather than proactively expand your scope
- Youre uncomfortable with the personal/family side of the role
- You view AI tools as optional rather than essential
NOTE: We prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization we kindly request that you direct any update inquiries to the team responsible for handling your initial application.
PLEASE NOTE:
We are looking for candidates based in Latin America South Africa or the Philippines.
Please note that we process only one active application at a timeif youve applied for multiple roles kindly direct any updates to the team handling your first application.
To start processing submit your resume in English.
The final offer will be at the clients discretion and will depend on your interview performance skills and experience.
Required Experience:
IC
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
About Company
Somewhere, formerly Support Shepherd. We find you amazing employees who cost 80% less than US equivalents, backed by our 6-month Perfect Hire Guarantee.
