Executive Assistant

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

📋 Description

• Oversee the billing platform for memberships that are approaching renewal, utilizing a six-week outlook.

• Reach out to renewing members 4–6 weeks prior to renewal and arrange annual strategy sessions.

• Ensure members fill out strategy preparation forms and send out reminders.

• Organize invitations, scheduling links, and reminders for weekly mini mastermind sessions.

• Handle logistics for weekly in-person training sessions, accommodating up to five sessions per week with 10–40 attendees each.

• Manage calendar logistics for weekly community lunches.

• Send out invites and reminders for ongoing in-person events.

• Monitor attendance and follow up with members who miss sessions.

• Convert voice notes and text photos from the founder into structured action-item logs.

• Coordinate and provide requested resources to members.

• Act as the first line of defense for routine inquiries and maintain an FAQ and link repository.

• Escalate complicated issues to the founder as necessary.

• Organize the founder’s inbox and highlight priority items.

• Assist in managing personal text messages and transition client messages into the CRM.

• Conduct 1–2 hours of outbound member check-in calls on a daily basis.

• Document member feedback in the CRM system.

• Assist in designing and testing outreach sequences and workflows.

• Clean and segment approximately 1,000 CRM leads and organize tagging.

• Manage community segments, notifications, and invitations.

• Support weekly client onboarding and maintain the community directory.

• Audit and uphold the SOP library while drafting new SOPs.

• Coordinate travel logistics across active regional markets.

• Arrange and book venues for occasional networking events.

⛳️ Requirements

• Experience in supporting C-Level Executives.

• Ability to manage the demands of a busy, fast-paced founder/CEO.

• Quick thinking and ability to learn rapidly.

• Strong phone and communication skills.

• Comfortable leading both structured and unstructured daily check-in calls with business owners.

• Exceptional attention to detail.

• Proactive and clear communication; prefers to ask questions rather than make assumptions.

• Proven track record in managing executive calendars, sorting busy inboxes, and tracking tasks.

• CRM experience; familiarity with GoHighLevel is advantageous but not mandatory.

• Background in coaching, consulting, or membership communities is a plus.

• Experience with trades or home-service business owners is beneficial.

• Business casual attire required for meetings.

• Professional setup including a clean background, good camera, quality microphone, and reliable Wi-Fi.

• Proficient in Microsoft Office.

• Familiarity with Google Workspace.

• Experience using Dropbox and Smart Sheet.

• Kajabi experience is a nice addition.

🏝️ Benefits

• 13th Month Bonus.

• Permanent remote work-from-home setup.

• Health insurance coverage.

• Dental insurance coverage.

• Mental health insurance coverage.

• Competitive starting salary.

• Opportunities for growth.

• Performance-based salary increases.

• Prizes and bonuses.

• Flexibility to work from any location.

• Personal development journey.

• Opportunities for mentorship or leadership roles.

• High-trust work environment.

• Direct access to leadership.

• Chance to build and own systems.

• Relaxed and enjoyable work atmosphere.