Executive Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee the calendars of executives and arrange appointments with buyers, sellers, clients, agents, and other key stakeholders.

• Function as a gatekeeper by verifying identities, meeting intentions, and the significance of requested meetings.

• Provide context for appointments and create meeting briefs that include pertinent history and background information.

• Track calendars, issue reminders, convey delays, establish scheduling buffers, and estimate travel durations.

• Act as the initial point of contact for incoming calls and manage follow-ups on after-hours calls and voicemails.

• Direct callers, collect seller information, confirm buyer interest and NDA status, and filter out sales or spam calls.

• Execute outbound buyer outreach and pre-qualify leads using predefined qualification questions.

• Follow up on buyer interactions and opportunities initiated by AI outreach.

• Manage the shared executive email inbox with careful oversight of AI-supported email tools.

• Take action on inbox items, implement filters and prioritization protocols, clear email backlogs, and reconnect with past opportunities.

• Maintain precise records in GoHighLevel, SimPro, and Zoho CRM.

• Keep the executives’ deal pipeline updated and assist with listings, marketing profiles, and buyer inquiries.

• Familiarize yourself with the brokerage documentation system and prepare transaction documents from templates for review and approval.

• Organize electronic signatures, supporting materials, and administrative logistics throughout transactions.

• Coordinate monthly team meetings and workshops, including room reservations and virtual meeting setups.

• Oversee AI-supported processes and utilize platforms such as ChatGPT, Claude, and others.

• Document and enhance systems and processes as the business grows.

• Provide support to a business brokerage and M&A advisory firm catering to business owners, buyers, and high-net-worth clients.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant supporting a C-level executive or senior leader.

• Ability to independently support high-level executives and anticipate their needs several steps ahead.

• Capable of completing tasks thoroughly and efficiently.

• Strong attention to detail, accuracy, organization, and thoroughness.

• Confidence and professionalism in communication with high-net-worth clients and multimillion-dollar business owners.

• Comfort with learning and managing AI tools and various software systems.

• Availability for full-time work without competing client or work obligations.

• Genuine interest in a long-term position.

• Reliable high-speed Wi-Fi.

• Quality camera and microphone.

• Clean background for video calls.

• Business-casual attire for meetings.

• Familiarity with ChatGPT, Claude, and other AI tools is essential.

• Proficiency in Spanish is an advantage, though not required.

• Previous experience with AI tools is a plus.

• Experience in supporting founders or entrepreneurs is advantageous.

• Familiarity with CRM systems and automations is beneficial; experience with GoHighLevel is not mandatory.

• Working hours: 8 AM to 5 PM Arizona Timezone.

🏝️ Benefits

• 13th Month Bonus.

• Permanent remote work setup.

• Health insurance coverage.

• Dental insurance coverage.

• Mental health insurance coverage.

• Attractive starting salary.

• Opportunities for growth.

• Performance-based salary increases.

• Prizes and bonuses.

• Clear growth path, including opportunities to onboard and mentor future administrative staff.

• Leadership built on trust.

• Exposure to cutting-edge AI technologies.

• High-impact work involving multimillion-dollar transactions and high-net-worth clients.

• Opportunity to shape systems and processes.

• Competitive compensation with potential for growth as you demonstrate your value.