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EXECUTIVE ASSISTANT

🆔 Job ID: MEGDEE1EA
🏢 Industry: Medical Devices / Healthcare Accessories & Supplies
🌎 Location: LATAM / South Africa
🕒 Job Status: Full Time
⏰ Work Schedule: Monday to Friday, 8:00am to 5:00pm - 7:00am to 4:00pm PST
💰 Salary: $2000 to $2500 per month
🚀 Target Start Date: ASAP

ROLE OVERVIEW

About the Client:

Our client is a fast-growing, dynamic e-commerce brand specializing in functional and stylish medical accessories—including decorative adhesive tapes, overpatches, underpatches, and device stickers for continuous glucose monitors (CGMs) and insulin pumps. Led by a high-velocity Founder and CEO, operations run on robust documentation, clear processes, and a remote-first culture built around asynchronous productivity. We value high operational efficiency, proactive ownership, uncompromising security, and total integrity in every role.

About the Role:

We are seeking a high-trust, exceptionally precise Executive Assistant to act as a force multiplier and right hand to our Founder & CEO.

In this role, your core mission is to offload administrative execution and daily operational friction from the CEO—spanning both business operations and personal life support (e.g., coordinating household vendors, appointment booking, and meal tracking during crunch periods)—enabling her to focus on strategic growth. Rather than relying on constant real-time meetings or micromanagement, you will step directly into a mature, well-documented environment featuring established Standard Operating Procedures (SOPs), detailed access matrices, and voice/writing repositories.

The ideal candidate possesses impeccable organizational skills, outstanding written and spoken English, disciplined technical judgment, and a proactive systems-thinking mindset—utilizing modern AI tools thoughtfully as an analytical partner to deliver complete, QA-checked solutions rather than bringing unsolved problems or unfiltered noise.

Key Responsibilities

Executive & Personal Administrative Ownership

Manage high-level calendar scheduling, administrative inboxes, travel logistics, and internal team operational workflows. Support personal logistics (coordinating household services/vendors, meal tracking during intense periods, personal travel, and local bookings via digital tools or direct phone calls).

Time & Priority Management

Own the CEO’s calendar end-to-end. Protect focus blocks, eliminate double-bookings, negotiate scheduling, and prepare comprehensive pre-meeting contexts, goals, and background materials independently.

Asynchronous Execution & SOP Management

Work seamlessly from existing SOPs and permissions matrices, while continuously refining, creating, and maintaining documentation to preserve institutional memory.

Inbox & Voice Alignment

Draft emails, messages, and external communications matching the CEO’s tone, nuance, and style guidelines across varied contexts. Filter communications intelligently—ensuring critical opportunities are highlighted without overwhelming the CEO with daily micro-decisions.

Security & System Maintenance

Rigorously adhere to system administration protocols, managing passwords, 2FA tokens, and user permissions across digital platforms with high precision and zero security compromises.

AI-Assisted Problem Solving & Quality Assurance

Utilize AI tools (e.g., Claude, ChatGPT) thoughtfully as an analytical thinking partner for research, drafting, and troubleshooting. Conduct strict human oversight and quality assurance (QA) on all AI outputs to ensure they reduce cognitive load rather than creating operational friction.

Proactive Daily Reporting

Drive transparent, daily asynchronous updates (via daily logging platforms like Cadence) outlining priority statuses, completed deliverables, and active blockers.

Special Projects & Operational Support

Execute cross-functional administrative projects, interface with HR/finance/external partners, and prepare structured summaries, briefs, and action lists to speed up executive decision-making.

Qualifications & Skills

Proven EA/PA Experience: 3–5+ years of experience operating as an Executive Assistant and/or Personal Assistant supporting senior leaders, founders, or entrepreneurs in a remote setting.

Exemplary Spoken & Written English: Superior written and verbal communication skills. Comfortable jumping on phone calls to book services or resolve operational inquiries, as well as capturing nuanced formal/informal writing styles.

Flawless Technical & Access Security: Uncompromising discipline regarding account security, 2FA settings, credential safety, and strict permission boundaries.

Systems Thinking & AI Fluency: Hands-on experience using AI integrations and productivity tools to streamline workflows while exercising human judgment to verify accuracy and context.

High Systems & Cloud Fluency: Comfort operating across cloud software, Google Workspace (Gmail, Docs, Sheets, Calendar, Meet), Slack, and financial/operations hubs (e.g., Ramp).

Receptive to Feedback & Fast Adaptation: Ability to process constructive feedback cleanly without defensiveness, adjusting execution style immediately to prevent recurring errors.

Non-Negotiables

Zero-Tolerance for Security Errors: Absolute rigor when managing credentials, 2FA tokens, and access settings. Careless credential handling or missed security steps are immediate dealbreakers.

Receptive to Feedback (No Defensiveness): Ability to accept direct feedback, acknowledge adjustments swiftly, and implement corrections without prolonged back-and-forth debates or excuses.

Phone & Verbal Willingness: Complete comfort jumping on phone calls whenever digital options are unavailable (e.g., booking appointments, vendor coordination, or administrative follow-ups).

Independent "Brain On" Judgment: High critical thinking skills. Uses AI as an efficiency tool rather than a replacement for logical reasoning, double-checking all automated outputs before escalation.

Asynchronous-First & Documentation Mindset: Comfort operating in a documentation-first workflow, prioritizing written updates and clear progress tracking over unnecessary real-time meetings.

Absolute Integrity & Confidentiality: Total discretion when handling sensitive inboxes, personal schedules, financial items, and business reputation.

Tech Stack

Communication & Collaboration: Google Workspace (Gmail, Docs, Sheets, Calendar), Google Meet, Slack

Finance & Operations: Ramp

AI & Automation Tools: Claude, ChatGPT, specialized productivity AI software

Daily Cadence & Progress: Operational logging and asynchronous status-tracking tools