Executive Assistant

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Job Title: Executive Assistant

About the Company:

Our client is a provider of specialized educational support services, dedicated to delivering high-quality resources and guidance for individuals in the medical education field. They emphasize operational efficiency and reliability to enhance their service offerings.

Job Description:

Our client is seeking a highly capable and detail-oriented Executive Assistant to work directly with the CEO in a full-time, long-term role (1+ year). This role is for an A-player who will play a critical part in supporting the CEO’s day-to-day operations, communications, lead coordination, and organizational priorities.

The ideal candidate is highly organized, professional, proactive, and able to operate with discretion and precision. This is a fast-paced environment with high standards. The right candidate is reliable, trustworthy, and able to manage multiple responsibilities efficiently while maintaining excellent attention to detail.

Responsibilities of the role:

Executive & Administrative Support

• Manage the CEO’s calendar, including personal and professional scheduling.

• Coordinate meetings, calls, and appointments to ensure efficient time management.

• Perform administrative tasks and recurring operational support duties.

• Assist with travel planning, logistics, and bookings.

• Maintain highly organized Google Drive systems, including proper folder structure and file management.

• Ensure internal files and documentation are properly organized, maintained, and easily accessible.

Lead Coordination & Executive Support

• Assist the CEO in managing and organizing his personal leads and deals.

• Coordinate scheduling and logistics for calls and meetings with the CEO’s leads.

• Maintain organized records, notes, and follow-ups for CEO-managed communications.

• Ensure proper scheduling, reminders, and preparation for CEO calls.

Community Support & Management

• Assist with community building and management of the company’s online community platform.

• Monitor community activity and ensure members receive timely responses.

• Escalate important matters or opportunities to the CEO when necessary.

Executive Communication & Content Support

• Assist in drafting emails on behalf of the CEO based on instructions or guidance.

• Proofread emails and communications to ensure clarity, professionalism, and accuracy.

• Conduct research to support executive initiatives, communications, or projects.

Research, Logistics & Project Coordination

• Research services, vendors, tools, or solutions as needed.

• Coordinate scheduling, consultations, and logistics for various projects.

• Stay in communication with team members to ensure progress on key initiatives.

• Provide reminders and ensure deadlines and priorities are met.

Required Experience and Qualifications:

• Minimum 2 years of experience as an Executive Assistant or in a similar role.

• C2 Level English proficiency. Please attach a copy of your certificate when applying.

• Strong written English and ability to draft and edit professional communications.

• Exceptional organizational and time management skills.

• High attention to detail and accuracy.

• Ability to manage multiple responsibilities efficiently.

• Ability to follow written and verbal instructions precisely.

• Comfortable working in a fast-paced, high-performance environment.

• Ability to handle sensitive and confidential information with absolute discretion and maintain strict confidentiality at all times.

• Receptive to direct feedback and committed to continuous improvement.

Preferred Skills:

• Experience using AI tools such as ChatGPT, Claude, or similar.

• Understanding of effective AI prompting.

Personality:

• Highly organized and detail-oriented.

• Professional and proactive.

• Reliable and trustworthy.

• Able to work independently and manage multiple priorities.

• Receptive to direct feedback.

• Committed to continuous improvement.

• Able to maintain discretion when handling sensitive and confidential information.

Software & Tools:

• Google Drive

• Google Calendar

• Google Workspace

• AI Tools (e.g., ChatGPT, Claude)

• Communication and scheduling tools

Schedule:

Monday to Friday

9 AM - 5 PM PST

Occasionally, irregular hours may be required during project deadlines or travel periods.

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time, salaried position.

• Focus on output and reliability, not time tracking.

• 100% remote work.

• Long-term opportunity (1+ year).