Executive Assistant (Job ID: JERGOL1EA)

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 fast-growing, venture-backed (Techstars) software marketplace that optimizes supply chains by aggregating and redistributing surplus medications between pharmacies. Founded by a dynamic, high-energy entrepreneur based in Tampa, FL, the company has rapidly scaled to ~60 employees. With recent funding and an expanding global footprint, the executive team operates at a fast pace in a modern, tech-forward environment. 

About the Role:

We are seeking a high-caliber, career Executive Assistant to serve as the right hand to the Founder & CEO. This is a strategic operational role for a seasoned professional who can bring order, proactive structure, and momentum to a high-volume executive workflow.

Your days will involve managing back-to-back schedules, prioritizing complex workloads, driving outreach, and leveraging cutting-edge AI tools to amplify executive efficiency. The ideal candidate functions as a true thought partner—someone who anticipates needs, protects the CEO’s time, and keeps critical initiatives moving forward.
 

Key Responsibilities

• Inbox & Calendar Management: Drive comprehensive inbox triage, draft emails on the CEO's behalf, and manage a tightly packed, back-to-back calendar across time zones.
• Proactive Priority Tracking: Own and maintain the executive task list in Asana, ensuring tasks are actively progressed rather than accumulating.
• Lead Outreach & Follow-up: Execute post-event and lead outreach using pre-built templates (e.g., following up with trade show contacts and business leads).
• AI-Assisted Operations & Dashboards: Utilize AI tools (specifically Claude and Microsoft 365 Copilot) to analyze metrics, build executive dashboards, and optimize administrative workflows.
• Process & SOP Creation: Document operational workflows and establish clean, scalable Standard Operating Procedures (SOPs) across the CEO’s office.
• Social Media & Executive Branding: Light management of the CEO’s personal brand presence on LinkedIn and other professional platforms, including post scheduling and DM triage (manual engagement only).
• Phone Communication: Conduct occasional outward-bound calls on behalf of the CEO as a professional extension of the executive office.

Qualifications & Skills

Must-Haves (Non-Negotiables):

• Proven EA Experience: Must be a dedicated, career Executive Assistant with demonstrated experience supporting C-suite executives in fast-paced environments.
• Flawless Communication: Exceptional written and verbal English skills with strong, clear phone presence for executive representation.
• AI & Software Proficiency: Advanced capability using Claude (or similar LLMs), Asana for project management, and the Microsoft 365 ecosystem.
• Proactive Executive Mindset: Ability to triage, push back appropriately, and actively help the CEO prioritize, rather than passively accepting task delegation.
• Location: Must be based in Latin America or South Africa and able to work aligned hours with US Eastern Time (ET).

Nice-to-Haves / Preferences:

• Experience working within startup or venture-funded scale-up environments.
• Strong background in building visual dashboards, metrics tracking, and SOP documentation.
• Familiarity with light personal branding and LinkedIn professional management.