Executive Assistant / Chief of Staff (Job ID: KENSAM1EA)

🌟 Exciting Remote Opportunity! We're Hiring an Executive Assistant / Chief of Staff! 🌟

Are you a proactive, forward-focused operational partner with advanced Excel skills and a strategic mindset? We are looking for an exceptional Executive Assistant / Chief of Staff to partner with the founder of a global beverage equipment and logistics company!

🚨 IMPORTANT - Watch this quick Loom video on how to get hired: 🔗 https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

🗣️ C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift. 🎙️ PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

📋 Job Details at a Glance

• Job Title: Executive Assistant / Chief of Staff

• Job ID: KENSAM1EA

• Industry: Beverage Equipment & Logistics Services

• Location: LATAM / South Africa

• Job Status: Full Time

• Work Schedule: Monday to Friday, 8:00 AM to 5:00 PM Eastern Time (Flexibility required when the owner travels, with possible weekend requirements on rare occasions).

• Salary: $2000 to $2500 per month

• Target Start Date: Within 2 Weeks

🏢 About the Client

The company is a niche global provider of beverage equipment and services, managing programs for a major beverage brand across multiple international cruise lines. Its operations span cruise ship servicing, an expanding footprint in U.S. military contracts, and a growing presence in the juice category alongside its core soda business. The organization operates globally, with projects spanning Australia, New Zealand, the United Kingdom, and other regions, supported by an in-office team along with a small number of remote staff.

💼 About the Role

This role exists because the founder's time is increasingly consumed by complex day-to-day operational coordination across multiple growing business lines—specifically cruise line service programs, military contract expansions, and new juice product initiatives. The organization requires a sharp, forward-focused operational partner to act as an extension of the executive.

This is not a passive task-taking role. You will serve as the executive's operational proxy—managing complex scheduling, cross-department coordination, tracking "domino-effect" logistics, and helping the executive "work himself out of a job" regarding daily execution. You will bring immediate structure, build simple Excel playbooks, integrate AI workflows, and proactively enforce priorities so the executive can stay focused on strategic growth.

🎯 Key Responsibilities

📅 Complex Scheduling & Travel Support

• Maintain full-time availability during US business hours without major constraints over the next 12 months.

• Manage complex scheduling across concurrent programs (cruise line servicing, military contracts, and juice line expansion).

• Act as a flexible support anchor when the executive travels across international time zones (UK/Belfast/US), maintaining light availability (~6 times per year) during travel days.

🔄 Cross-Department Liaison & Sequencing

• Serve as the connective hub among departments. Ensure interdependent tasks and handoffs are tracked and executed in strict sequence, understanding that a missed step creates a domino effect downstream.

🛡️ Proactive Executive Gatekeeping & Priority Management

• Manage access to executive bandwidth. Act as a constructive "boss" over the executive's calendar, triaging inbound issues, keeping the executive aligned on key priorities, and enforcing deadlines.

📊 Playbook & Customer-Facing Deliverables

• Prepare and review all customer-facing documents, contracts, and proposals.

• Maintain and update the company’s multi-tab Excel Playbook (incorporating complex formulas, labor/parts calculations, and paste links) to generate accurate estimates and project totals.

🤖 AI & Workflow Automation

• Utilize AI engines (Claude, ChatGPT, Microsoft Copilot) to think through operational challenges, build automated tracking tools, create dashboards, and streamline routine administrative workflows.

📝 Process Documentation & SOP Ownership

• Maintain simple, repeatable systems and Standard Operating Procedures (SOPs) across all business verticals (Cruise, Military, Commercial) to ensure operational consistency and calm execution.

🔍 Operational Shadowing & Onboarding

• Complete an initial onboarding period shadowing internal planning functions to learn the interconnected sequencing of the business before assuming independent ownership.

✅ Qualifications & Skills

⭐ Non-Negotiable Requirements:

• Executive Support Experience: Prior experience supporting a founder, CEO, or senior executive in an operations, project management, or chief-of-staff capacity within a logistics-heavy or multi-department business.

• Advanced Excel Proficiency: Advanced expertise in Microsoft Excel (formulas, multi-sheet paste links, financial/quoting models, dynamic totals). Willingness to complete a practical skills assessment is required.

• Entrepreneurial Drive & Assertive Mindset: Forward-focused and proactive. Takes initiative to manage up, keep the executive on track, and solve problems independently rather than waiting for step-by-step instructions.

• AI Fluency & Automation Aptitude: Practical experience using AI platforms (Claude, ChatGPT, Copilot) for prompting, process creation, building tracking tools, and optimizing administrative tasks.

• Flawless English Communication: Exceptional written and verbal English skills suitable for professional correspondence with high-level military representatives, corporate cruise executives, and vendors.

• High-Attention Logistics & Sequencing: Strong operational intuition for complex systems where task misplacement creates downstream failures.

💻 Tech Stack

• Microsoft Office (Excel, Word, Outlook)

• AI Tools (Claude, ChatGPT, Microsoft Copilot)

• Deel (Employer of record / payroll)

• Video conferencing tools (Teams, Google Meet)

• Messaging platforms (Slack, WhatsApp)

• Scheduling and project tracking tools

🚀 Submit your application today and take the first step toward your next great opportunity!

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