EXECUTIVE ASSISTANT (Job ID: ZELBEN1EA)

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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 an established innovation-driven company operating across multiple industries, including commercial fragrance solutions, product development, manufacturing, and patented aerosol technology. Led by its Founder & CEO, the organization combines the stability of a successful operating business with the agility of a company continuously developing new technologies, strategic partnerships, and global growth initiatives. Working closely with international stakeholders, the client values innovation, discretion, execution, and professionals who thrive in fast-paced, high-impact environments.

About the Role:

The Executive Assistant will serve as the Founder & CEO's trusted right hand, providing high-level executive and strategic support across multiple business initiatives. This role goes far beyond traditional administrative assistance; it requires someone who can bring structure to a fast-moving environment, anticipate needs, coordinate priorities, and help transform ideas, conversations, and decisions into organized execution. The ideal candidate is highly proactive, exercises strong judgment, communicates professionally, and enjoys solving complex challenges while supporting a visionary entrepreneur.

Key Responsibilities

Executive Calendar & Meeting Management

• Manage and continuously prioritize the CEO's calendar across multiple time zones.
• Coordinate internal and external meetings while resolving scheduling conflicts.
• Protect focus time for strategic initiatives.
• Prepare meeting agendas, supporting documents, and briefing materials.
• Join selected meetings, take structured notes, document key decisions, and track action items.

Executive Communication

• Manage and prioritize incoming emails and communications.
• Draft professional correspondence on behalf of the CEO.
• Identify urgent matters requiring executive attention.
• Follow up on pending conversations and commitments.
• Ensure clear communication with internal teams and external stakeholders.

Project & Priority Coordination

• Track multiple projects, deadlines, and executive priorities simultaneously.
• Monitor progress and proactively follow up with responsible parties.
• Identify blockers, risks, and delayed initiatives.
• Maintain visibility over ongoing commitments and ensure nothing falls through the cracks.

Travel & Executive Support

• Coordinate business travel, accommodations, transportation, and meeting logistics.
• Prepare comprehensive travel itineraries and executive briefing documents.
• Organize conference schedules, presentations, and supporting materials.

Documentation & Information Management

• Maintain organized digital records, documentation, and executive files.
• Build structured systems for meeting notes, projects, and key business information.
• Ensure confidentiality when handling sensitive corporate, legal, financial, and strategic documents.

Strategic & Operational Support

• Help organize fragmented information into actionable plans.
• Anticipate executive needs before they arise.
• Recommend solutions instead of simply escalating problems.
• Assist with research, executive summaries, presentations, and special projects.
• Leverage AI tools to improve productivity while applying sound business judgment.

Candidate Qualifications & Requirements

Must

• 3+ years of experience supporting a Founder, CEO, Executive, or other C-level leader.
• Exceptional organizational and time management skills.
• Experience managing complex calendars, executive communications, and multiple priorities.
• Advanced English proficiency (written and spoken).
• Professional Spanish proficiency.
• Strong written communication and business correspondence skills.
• Experience working remotely with cross-functional teams.

• High level of discretion when handling confidential information.
• Proficiency with Microsoft Office, Google Workspace, Microsoft Teams, Outlook, and virtual collaboration tools.
• Comfortable using AI tools such as ChatGPT, Claude, Microsoft Copilot, or similar productivity platforms.

Preferred

• Experience supporting entrepreneurs, founders, or high-growth businesses.
• Experience coordinating international stakeholders or cross-border operations.
• Familiarity with project management platforms such as Asana, Notion, Monday.com, or similar.
• Experience preparing executive briefings, meeting summaries, and strategic reports.
• Exposure to manufacturing, technology, product development, or innovation-driven businesses.

Personality Traits

• Highly proactive and self-driven.
• Naturally organized with excellent attention to detail.
• Curious and eager to continuously learn.
• Strong critical thinking and problem-solving skills.
• Comfortable making decisions with incomplete information.
• Able to prioritize effectively in rapidly changing environments.
• Calm under pressure and adaptable to shifting priorities.
• Takes ownership rather than waiting for instructions.
• Exercises excellent judgment and professional discretion.
• Enjoys creating order from complexity.
• Strong follow-through and accountability.
• Collaborative, reliable, and committed to supporting executive success.

What Success Looks Like in This Role

The ultimate goal of this role is to become a trusted extension of the Founder & CEO, bringing structure to a fast-paced environment, protecting executive time, and ensuring that priorities, decisions, and commitments consistently move forward. Success is measured not by the number of tasks completed, but by the ability to anticipate needs, exercise sound judgment, and create clarity from complexity.

First 30 Days: You will develop a deep understanding of the CEO's communication style, priorities, and decision-making process. You'll become familiar with the company's operations, establish reliable systems for tracking meetings, projects, and follow-ups, and begin taking ownership of calendar management, communications, and executive support tasks.

60 to 90 Days: You will proactively manage day-to-day executive operations with minimal supervision, prepare meeting briefings and actionable summaries, ensure critical commitments never fall through the cracks, coordinate effectively with internal and external stakeholders, and consistently recommend solutions rather than simply identifying problems. By this stage, you should be anticipating the CEO's needs and creating order that enables him to focus on innovation, strategy, and business growth.

Non-Negotiables & Dealbreakers

Please do not apply if you do not meet the core requirements. Candidates may be disqualified for:

• Sub-par written or spoken English proficiency.
• Inability to work with significant overlap during U.S. Eastern Time business hours.
• Overemployment (holding another full-time position or multiple conflicting client engagements).
• Inability to maintain strict confidentiality and handle sensitive business information with discretion.
• Poor organizational skills or inability to manage multiple priorities simultaneously.
• A reactive work style that depends on constant direction instead of taking initiative.
• Difficulty adapting to rapidly changing priorities or working in a fast-paced environment.
• Treating AI-generated content as final without applying critical thinking and professional judgment.