Executive Assistant (Job ID: ADAREG1EA)

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
 

About the Client:

Our client is a premier business growth advisory and consulting firm operating in the U.S. Eastern Time zone. They specialize in driving operational performance and revenue expansion for their partners, leveraging cutting-edge tools, advanced automation, and streamlined workflows. Led by a highly technical and forward-thinking owner, the culture places a heavy emphasis on high agency, proactive problem-solving, and continuous technology integration to achieve exceptional results. 

About the Role:

This is a critical, highly trusted role reporting directly to the business owner. You will take ownership of the firm’s core financial administration, recruitment operations, internal workflows, and executive support functions. You will be stepping in to absorb the operational duties of the outgoing Executive Assistant—who is transitioning into a new internal role—ensuring a structured and supported onboarding phase.

This role is ideal for a proactive, tech-savvy candidate in South Africa or Latin America who thrives under minimal supervision, demonstrates extreme ownership, and integrates advanced technology into their daily work.

Key Responsibilities

Financial & Bookkeeping Management (~5–10 hrs/week)

• Manage full-cycle QuickBooks Online operations: bank account reconciliations, expense categorization, and general ledger maintenance.
• Process, enter, order, and track accounts payable/receivable (invoices and bill payments).
• Enter payroll details accurately and calculate team commissions.

Hiring & HR Administration

• Coordinate end-to-end recruitment pipelines, including posting job advertisements, organizing incoming applications, and scheduling interviews across a high-volume hiring calendar.
• Manage seamless onboarding and offboarding procedures for new hires and exiting staff members.

General & Systems Administration

• Create, format, and organize polished electronic documents, reports, and administrative spreadsheets.
• Maintain accurate CRM data, maintain file storage structures, and oversee office supply ordering.
• Conduct lead and data management tasks, including tracking bad leads flagged by brokers, appending data reports, and performing web-based research to locate accurate contact information.

Executive Support & Coordination

• Manage email communications, calendar scheduling, and task tracking for the owner and management team.
• Handle personal administrative logistics for the owner, including travel arrangements and calls.

Qualifications & Skills

• Experience: 3–5 years of high-level administrative, executive support, or operations management experience.
• Bookkeeping Expertise (REQUIRED): Strong, hands-on proficiency in QuickBooks Online is non-negotiable.
• AI & Automation Native (REQUIRED): High proficiency or strong comfort using modern AI and automation platforms (e.g., Claude, Zapier, n8n workflows, dynamic AI media tools).
• Ownership Mindset (REQUIRED): Excellent critical thinking skills with a strong sense of initiative. You anticipate needs, solve problems independently, and drive tasks through to completion without being micro-managed.
• Communication: Fluent, articulate spoken and written English skills.