Executive Assistant (FLA)

Hiring: Full-Time Executive Assistant - Remote - $9,600 - $14,400/yr

🚀 About the Client 🚀

🤝 Trusted business brokerage & M&A firm– confidentially helps business owners sell their companies and helps buyers acquire profitable opportunities, managing the full transaction from evaluation to closing.

📍 Regional reach– serves the Phoenix, AZ and El Paso, TX markets with a licensed team of agents and brokers.

🎓 Elite, credentialed leadership– led by a husband-and-wife team with doctoral-level academic credentials and real-world brokerage experience, plus a military veteran background that brings a service-first ethos to every client relationship.

🌎 Franchise of a $12.5B+ national network– operates as a franchise location within a respected national business brokerage network that has facilitated over $12.5 billion in transactions, combined with boutique, high-touch attention locally.

💼 Full-spectrum M&A services– from business valuations and confidential marketing to buyer screening, exit planning, and M&A advisory for lower middle market and upper main street deals.

Additional Information:

Review this Doc first!

How to Prepare for the Recruiting Process -

• https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

📢 Why Are They Hiring an Executive Assistant? 🏢

Our client is hiring an Executive Assistant to become a true right hand to their leadership team, taking ownership of calendar management, client communication, inbox oversight, and CRM upkeep so the executives can stay focused on high-value deal work. As the business continues to grow, they need someone who can operate independently and protect their time—anticipating needs, bringing solutions rather than problems, and taking initiative from day one.

If you're a proactive, detail-obsessed Executive Assistant who thrives working alongside high-net-worth clients and isn't afraid to take the reins—this role could be a great fit for you. ✨

✅ Qualifications:

Must-Haves:

• 🎯 Proven Executive Assistant Experience– Previous experience supporting a C-level executive or senior leader is required.
• 🧠 Autonomous & Proactive– A track record of supporting high-level executives independently, anticipating needs several steps ahead, and following tasks through to completion.
• 🔍 Sharp Attention to Detail– Consistently accurate, organized, and thorough, especially when managing calendars, client communications, and transaction details.
• 💼 VIP Client Comfort– Confident and polished communicating with high-net-worth clients and multimillion-dollar business owners.
• 🤖 Tech-Forward Mindset– Comfortable learning and managing AI tools and multiple software systems.
• 📌 Exclusivity & Long-Term Commitment– Available full-time with no competing client or work commitments, and genuinely interested in a long-term role.

Nice-to-Haves:

• 🌐 Spanish-Speaking– A bonus for communicating with a broader range of clients.
• 🤖 AI Tool Experience– Prior hands-on experience with AI tools is a plus.
• 🚀 Entrepreneur Support Experience– Background supporting founders or entrepreneurs.
• 🗂️ CRM & Automation Know-How– Familiarity with CRM systems and automations (GoHighLevel experience is a plus, not required).

Responsibilities of the Executive Assistant:

🗓️ Calendar & Meeting Management

• Manage the executives' calendars, coordinating appointments with buyers, sellers, clients, agents, and other stakeholders
• Act as a true gatekeeper—confirming who a person is, why they want to meet, and whether the meeting warrants the executives' time
• Add context to every appointment so the executives know who they're meeting and why before they join
• Prepare meeting briefs with relevant history and background ahead of calls
• Monitor the calendar throughout the day, sending reminders and proactively communicating with attendees if the executives are running behind
• Build in buffers to protect against back-to-back scheduling and calculate travel time before confirming in-person meetings
• Coordinate a range of meeting types, from discovery calls and valuation discussions to buyer-seller meetings and closing steps

📞 Phone & Client Communication

• Serve as the first line of defense for incoming calls, ensuring no opportunity is missed
• Follow up on after-hours calls and voicemails
• Route callers appropriately: gather details from prospective sellers, verify buyer interest and NDA status for prospective buyers, direct existing clients to the right person, and filter sales or spam calls
• Communicate professionally and confidently with high-net-worth clients and business owners

📱 Buyer Outreach & Pre-Qualification

• Support the brokers with outbound calls to potential buyers when a listing needs additional buyer activity
• Use established qualification questions to determine whether a buyer is worth scheduling on the broker's calendar
• Follow the qualified-lead process: gather information and schedule interested buyers with the broker, or route not-yet-qualified buyers into the appropriate follow-up process
• Follow up on buyer conversations and opportunities that AI-driven outreach has already initiated
• Focus outreach efforts especially on off-market listings or listings that need more inbound buyer activity

📥 Inbox Management

• Manage the shared executive inbox, with the potential for individual inbox access over time
• Work alongside AI-supported email tools, providing human oversight to ensure nothing important is missed
• Take direct action on items within your authority instead of simply forwarding them
• Help implement stronger inbox systems, including filters, folders, and prioritization rules
• Support cleanup of a significant email backlog and help re-engage old opportunities

🗂️ CRM & Pipeline Management

• Maintain clean, accurate records across multiple systems including GoHighLevel, SimPro, and Zoho CRM
• Keep the executives' deal pipeline updated so they can quickly see where each opportunity stands
• Support new business listings, marketing profiles, and buyer inquiries
• Assist with limited buyer outreach and pre-qualification using established qualification questions

📄 Transaction Documentation & Logistics

• Learn the internal documentation system used throughout the brokerage process
• Prepare and draft transaction documents using existing templates for executive review and approval
• Coordinate electronic signatures and supporting materials for client meetings
• Support administrative coordination across the transaction lifecycle, from consultations through closing
• Organize logistics for the monthly team meeting and other workshops, including room bookings and virtual meeting setup

🤖 AI & Systems Support

• Work comfortably within a business that leans heavily on AI and automation across email, calendar, and outreach
• Monitor AI-supported processes to catch anything that falls through the cracks
• Use tools like ChatGPT, Claude, and other AI platforms as part of the daily workflow
• Help document and improve systems and processes as the business scales
• Stay adaptable to new tools and platforms as the technology stack evolves

🏡 Want to Know More About the Client?

Our client is a trusted business brokerage and M&A advisory firm that helps business owners confidentially sell their companies and helps buyers find the right opportunities to acquire. From business valuations and confidential marketing to buyer screening and exit strategy planning, they manage the entire transaction process so owners can walk away with a smooth, successful transition. They also help business owners build more valuable, sellable companies well before they're ready to exit, using proven frameworks like the Value Builder System.

Led by a husband-and-wife leadership team who bring together elite academic credentials, real-world dealmaking experience, and a military veteran's service-first ethos, our client operates with the confidence of a national network—part of a brokerage group managing over $12.5 billion in transactions—while still delivering the attention of a boutique local team across the Phoenix, AZ and El Paso, TX markets. Join a fast-moving, client-focused team where your work directly supports high-net-worth clients through some of the biggest transactions of their lives. 🌟

Culture and Core Values:

This is a fast-moving, client-focused, and technology-forward team that expects people to take action, not just pass along information. Everyone is expected to bring solutions, not just problems, and to treat every client interaction—especially with high-net-worth business owners—as a reflection of the brand.

• 🎯 Proactive Ownership– Take initiative, anticipate what's next, and follow tasks through to completion without needing reminders or direction.
• 🔍 Excellence & Attention to Detail– Maintain a high standard of accuracy and follow-through, especially with calendars, client communications, and transaction details.
• 🤝 High-Touch Client Service– Communicate professionally and confidently with sophisticated business owners, buyers, and sellers, ensuring people are always connected to the right person without delay.
• 🤖 Efficiency & Innovation– Embrace AI, automation, and new technology as tools for working smarter, and stay open to improving existing processes.
• 🏆 Accountability & Long-Term Commitment– Take ownership of your work and grow into a trusted, long-term member of the team.

Together, this team moves fast, thinks ahead, and never loses sight of the people they're serving. 💯

What's in it for you? 😏

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

• 📈 Real Growth Path– As the first and highest-level administrative hire, you'll have the opportunity to help onboard and mentor future admin hires as the team expands.
• 🤝 High-Trust Leadership– Work with leaders who want someone who makes their lives easier, not someone who needs constant management.
• 🤖 Cutting-Edge AI Exposure– Get hands-on with AI tools and, eventually, an internal AI-agent platform designed to help you operate as a true "super EA."
• 💼 High-Impact Work– Sit close to the center of a fast-moving business, supporting multimillion-dollar transactions and high-net-worth clients.
• 🌎 Fully Remote– Work from anywhere while supporting a growing US-based business.
• 🧭 Room to Shape Systems– Help build and improve processes rather than being boxed into rigid, outdated ways of working.
• 💰 Great Starting Salary– Competitive pay with room to grow as you prove your value.

Your next big opportunity starts here—ready to take the leap? 🚀

Perks:

• 13th Month Bonus (Wild right?! 🤯)
• Permanent work-from-home / remote set-up 🌴
• Health insurance 🧑‍⚕️
• Dental insurance 🪥
• Mental health insurance 🧠
• Great starting salary 💰
• Growth opportunity 📈
• Performance-based raises 💸
• Prizes and bonuses 🏆

Specifics:

Time

• Full-time; 8am to 5pm Arizona Timezone
• This is a remote position so you can have the freedom to work from anywhere

Miscellaneous

• Attire - business casual when in meetings
• Professional setup

• Clean background
• Good camera
• Good microphone
• Strong wifi

Tech Stack

• 📧 Google Workspace / Gmail
• 📅 GoHighLevel (Nice-to-Have)
• 🗂️ SimPro (Nice-to-Have)
• 🧾 Zoho CRM (Nice-to-Have)
• ✍️ Zoho Sign
• 📞 Company Phone/Call Application
• 🎥 Zoom
• 🤖 ChatGPT, Claude & Other AI Tools (Must-Have)

Compensation

• Fixed Rate $9,600 - $14,400/yr