Executive Assistant

This is a fully remote position, open to applicants in Egypt, +4 more countries.

📋 Description

• Oversee and organize the agency owner’s email inbox, which includes sorting messages, prioritizing tasks, drafting replies, and ensuring that critical items are not overlooked.

• Manage calendar scheduling, send meeting reminders, handle rescheduling, and address daily administrative requirements.

• Compile meeting notes, action items, and follow-up communications.

• Keep track of open tasks, priorities, deadlines, and pending decisions.

• Assist with ad hoc administrative projects, file organization, and internal documentation.

• Generate recurring manual reports using internal systems and lead-management tools.

• Organize data into concise summaries for the agency owner.

• Monitor lead activity, follow-up status, appointments, and operational metrics.

• Identify overdue tasks, missing follow-ups, or discrepancies in reporting.

• Maintain precise spreadsheets, trackers, and documentation.

• Acquire knowledge and support workflows across Ricochet CRM, Allstate Lead Manager, AgencyZoom, LeadSwami, and lead-vendor tools.

• Assist with CRM cleanliness, task tracking, data updates, and workflow organization.

• Document recurring processes and develop straightforward Standard Operating Procedures (SOPs).

• Aid in recruiting-related evaluations through Ideal Traits.

• Anticipate needs, provide clear updates, and follow through independently.

• Highlight items that require the agency owner’s attention.

• Become a reliable extension of the agency owner and leadership team.

⛳️ Requirements

• A minimum of 3 years of experience as an Executive Assistant, Administrative Assistant, Operations Coordinator, or a similar support role.

• Experience in supporting an executive, founder, or a dynamic leadership team.

• Skilled in preparing reports, managing spreadsheets, and organizing information from various systems.

• Exceptional skills in managing calendars, inboxes, tasks, and documents.

• Proficient in Google Workspace or Microsoft Office, including Gmail/Outlook, Calendar, Excel/Google Sheets, and Docs.

• Ability to quickly adapt to new CRM, reporting, and workflow platforms.

• Strong attention to detail and the capability to handle sensitive information with professionalism.

• Excellent organizational skills with the capacity to take initiative and work independently in a fast-paced setting.

• Patient and adaptable in supporting a leader who is beginning to delegate more responsibilities.

• Strong problem-solving skills and discernment regarding when to escalate or flag issues.

• Availability to work from 9:00 AM to 5:00 PM EST during U.S. business hours.

• Candidates must reside in LATAM, Africa, or Eastern Europe.

• An English resume is required; English proficiency will be evaluated during the application process.

🏝️ Benefits

• Opportunity to broaden responsibilities across executive support, reporting, operations, and recruitment coordination.

• Direct interaction with the agency owner and involvement in multiple business areas.

• Remote work arrangement.