Executive Assistant (Job ID: CHIGOL1EA)

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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 client is a US-based serial entrepreneur, YPO member, and CEO sitting above an expansive global portfolio of ~7 distinct businesses comprising a total team of 200+ individuals.

The portfolio spans several industries, including:

• Direct-Response Marketing & Data: High-volume lead generation and data solutions.
• Global BPO Operations: A 250-seat contact center.
• Direct-to-Consumer Services: D2C automotive warranty operations supported by a 40-person team.
• Specialized Holdings: Additional ventures across B2B and B2C sectors.

The CEO operates purely at the executive level above dedicated operators in each business. He moves fast, values direct communication, and leans heavily into modern technology and AI to drive performance across his enterprises.

About the Role:

We are seeking an exceptionally sharp, proactive, and high-energy Executive Assistant (EA) to serve as the strategic central hub for our CEO across four primary operating businesses (spanning an umbrella of portfolio entities across the US, Latin America, and South Africa).

In this role, you will be the ultimate gatekeeper, operational anchor, and execution force. The CEO operates at high speed, manages multiple moving entities, and relies heavily on direct delegation. Your core mission is to filter out the daily noise, manage high-level scheduling and CRM reporting, rebuild and maintain organizational SOPs, leverage AI workflows, and keep the CEO organized and focused purely on top-level business development and strategy.
 

Key Responsibilities

1. Executive Gatekeeping & Calendar Management

• Central Traffic Control: Act as the primary filter across all 4 core operating businesses and global teams (US, LATAM, South Africa), managing direct-line access to the CEO with diplomacy, warmth, and tact.
• Calendar & Meeting Safety Net: Actively manage and de-conflict multiple overlapping calendars. Provide proactive reminders (e.g., 10-minute warning alerts) to eliminate missed meetings.
• Delegation Tracking: Capture rapid directives, voice memos, and quick calls, translating them into tracked tasks and following up across teams to ensure zero items fall through the cracks.

2. CRM Data Entry, Metrics & Reporting

• Executive Data Entry: Act as the direct data entry conduit for the CEO, logging executive notes, leads, and follow-ups into CRMs (GoHighLevel and in-house proprietary software).
• Metric Dashboards: Pull daily/weekly high-level stats (sales metrics, direct-response marketing performance, lead generation stats, conversion rates) and prepare clean summary reports so the CEO has real-time visibility without having to log in manually.

3. SOP Ownership & AI Workflow Integration

• SOP Maintenance: Take full ownership of auditing, drafting, updating, and organizing Standard Operating Procedures across all positions and organizations.
• AI Workflows & Automation: Leverage modern AI productivity tools (ChatGPT, Claude, etc.) and collaborate with internal technical teams building autonomous AI agents for call/email workflows to streamline routine tasks.
• Digital Admin: Handle routine domain setups, basic email configurations, and light website edits as needed.

4. Travel & Personal Logistics

• Travel Coordination: Plan and manage complex domestic and international travel, detailed itineraries, and loyalty programs.
• Expense Management: Manage personal expenses and administrative purchases securely via virtual credit card platforms (e.g., Ramp, Brex, Relay). (Note: Core business finances are handled separately by our Controller and CFO).
• Life Admin: Coordinate ad-hoc personal logistics, bookings, and executive errands.

Candidate Profile & Non-Negotiables

Must-Haves (Non-Negotiable)

• Bilingual Proficiency: Fully fluent in both English and Spanish (written and spoken) to seamlessly bridge operations across US and Latin American teams.
• Proactive Ownership & Curiosity: A self-motivated mindset. You don't just mechanically execute tasks; you seek to understand the "why" behind directives, anticipate upcoming needs, and resolve issues independently.
• High Emotional Intelligence (EQ): Exceptional communication skills and tact when stepping into internal workflows, insulating the CEO while maintaining positive, collaborative relationships across teams.
• Hyper-Organized Safety Net: Thrives in a fast-paced environment and acts as an operational anchor for an executive with high delegation demands.

Nice-to-Haves (Preferred Experience)

• Marketing & Call Center Background: Familiarity with direct-response marketing, agency workflows, lead generation metrics (CPL, ad spend), or call center environments.
• Financial Literacy: Basic understanding of business accounting (ability to read and interpret P&L statements and balance sheets).
• AI & CRM Aptitude: Prior experience using GoHighLevel (or similar CRMs) and enthusiasm for AI automation tools.