EXECUTIVE ASSISTANT (Job ID: BHAGOL1EA)

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:

The organization is a high-velocity, tech-forward portfolio of companies led by a visionary founder-CEO based in Houston, Texas. Operating across three distinct, rapidly expanding commercial pillars, the organization comprises a team of over 420 professionals across the United States.

• Retail Laundromat Brand: A rapidly scaling business with 37 open locations, projecting 50 locations in the near term and targeting 100+ locations nationally within 24 months.
• Hotel Revenue Management (B2B): A national B2B consulting and pricing strategy firm that optimizes 365-day pricing for hotel owners and portfolio operators—akin to airline yield management—while developing proprietary software internally.
• Commercial Real Estate: An investment firm actively underwriting and acquiring retail centers, single-use properties, and large commercial spaces ranging from 20,000 sq. ft. to 150,000+ sq.

About the Role:

This is a full-time, fully remote position for a high-level Right-Hand Executive Assistant.

The Founder operates with a high-energy "founder mentality"—laying tracks, problem-solving, and ideating at a rapid pace. The EA will serve as a force multiplier and strategic operational anchor, taking day-to-day administrative weight off the Founder’s shoulders so he can focus on high-level growth and scaling the company by 2x over the next 12 months.

Rather than acting as a passive task executor, you will manage up, keep the Founder accountable, enforce cross-departmental focus, and build the systems necessary to turn executive ideas and meeting outcomes into organized, actionable results.

Key Responsibilities

1. Meeting Management, Action-Item Tracking & Accountability (Top Priority)

• Active Meeting Participation: Attend key internal and external meetings alongside the Founder to capture real-time notes, identify decisions made, and map out clear action items.
• Pre-Meeting Strategic Debriefs: Prepare and debrief the Founder prior to high-stakes, non-recurring, or long-running project meetings—ensuring he enters every meeting with clear context, goals, and a defined direction for what needs to be accomplished.
• Post-Meeting Execution & Follow-Through: Rigorously track all meeting action items and enforce accountability across the executive team, direct reports, external vendors, and the Founder himself to ensure commitments are met on time.

2. Strategic "Right-Hand" Execution & Managing Up

• Act as a true strategic partner—functioning with a "Right-Hand Person" mindset rather than a transactional administrative assistant.
• Synthesize the Founder's fast-paced ideas, organize them by priority, and build actionable systems so strategic initiatives don't lose momentum.
• Confidently "manage up," keeping the Founder disciplined, on track, and protected from unnecessary operational noise.

3. Inbox, Calendar & Attention Management

• Maintain aggressive oversight of the Founder’s inbox: filter out noise, solve operational queries independently, and elevate only critical decisions to his desk.
• Manage daily calendar flow, protecting continuous blocks of time for high-level strategic thinking, ideation, meeting prep, and essential personal needs (e.g., scheduled lunch/break blocks).
• Ensure the Founder's time and daily energy are aligned with the organization's overarching strategic priorities.

4. Cross-Company Systems & SOP Creation

• Liaise with senior corporate leaders (CFO, Operations, Construction, Legal, etc.) to drive deliverables across business units.
• Proactively identify tasks or processes sitting in the Founder’s queue, document them into Standard Operating Procedures (SOPs), and delegate them to the appropriate team members.
• Maintain oversight on active projects, catching bottlenecks early before they impact company timelines.

Position Requirements

Non-Negotiables

• Proven EA Experience: Verifiable track record as an Executive Assistant to high-velocity founders, entrepreneurs, or C-suite executives who operate at a fast pace.
• Geographic Region: Based in Latin America or South Africa (to ensure strong time-zone overlap and cultural/operational alignment).
• High Agency & Thick Skin: Assertive, highly resilient, direct, and non-defensive. Must thrive in a high-accountability environment where feedback is clear and transparent.
• Prioritization & Critical Thinking: Exceptional ability to independently distinguish urgent operational tasks from high-value strategic priorities and drive clarity out of unstructured meetings.

Core Competencies & Qualifications

• Meeting Facilitation & Briefing Skills: Exceptional ability to extract action items from complex discussions and synthesize concise pre-meeting briefings.
• Self-Starter & Quick Decision Maker: Independent thinker who learns executive preferences quickly and acts without waiting for explicit micromanagement or constant approval.
• Tech-First Adaptability: Highly proficient with modern productivity platforms (ClickUp, Microsoft 365, Word/Excel/Docs/PDFs) and comfortable utilizing AI tools to streamline workflows.
• Ecosystem Compatibility: Preferential use of an iPhone / Apple ecosystem for quick, seamless text messaging and direct executive communication.
• Flat-Structure Mindset: Thrives in an agile, flat organization that values direct, honest business discussions over corporate bureaucracy.
• Bilingual Fluency: Flawless professional written and spoken English.
• Target Persona: Assertive, tech-forward, highly organized, and adaptable EA candidates preferred.