Executive Assistant – EOS Implementer Support

This is a fully remote position, open to applicants in Mexico, +2 more countries.

📋 Description

• Assist a Founder and EOS Implementer in conducting quarterly and annual sessions for a variety of client businesses.

• Oversee the complete workflow for around 4–10 client sessions each month, which includes confirming venues, invoicing, managing materials, tracking payments/deposits, maintaining client records, and keeping session trackers up to date.

• Organize and synchronize Plaud recordings, and compile transcripts, board photos, and handwritten notes into cohesive session summaries.

• Daily manage the inbox using a four-category system, draft standard responses, send follow-up emails, and organize recurring items.

• Create and maintain a system for capturing to-dos, issues, and content/article ideas utilizing Google Tasks, Notion, and paper notes.

• Convert collected thoughts and observations from sessions into draft articles or content pieces.

• Keep accurate records of client journeys, session trackers, and data in Ninety.io or similar EOS software.

• Handle regular invoicing through QuickBooks, basic bookkeeping categorization, bank reconciliation, and categorization of personal expenses.

• Arrange flights and accommodations, as well as organize annual summer trips and other travel logistics.

• Manage a separate personal inbox, oversee bill payments, enroll children in activities, coordinate vehicle maintenance, and keep track of a personal-project inbox.

• Deliver structured weekly updates regarding session preparation, inbox status, and pending tasks.

• Update and refine Standard Operating Procedures (SOPs) as new processes are implemented.

⛳️ Requirements

• A minimum of 3 years' experience as an Executive Assistant, Operations Coordinator, or a similar position supporting senior leadership or a solo consultant/founder.

• Exceptional written and verbal communication abilities.

• Tech-savvy and proficient in navigating a diverse digital toolset, including AI note-taking and transcription applications.

• Direct experience with, or a strong aptitude for quickly learning, Plaud (AI recording/transcription device).

• Familiarity with, or a willingness to learn, Ninety.io or similar EOS software, such as Ninety or Bloom Growth/Stretti.

• Strong organizational and prioritization skills; capable of building a system from the ground up.

• Proven experience managing sensitive information with confidentiality, including personal and financial details.

• Proactive and self-motivated.

• Experience handling both business and personal tasks for a founder or executive is a plus.

• Basic knowledge of bookkeeping, invoicing, or QuickBooks is preferred.

• Access to reliable high-speed internet and a modern home office setup.

🏝️ Benefits

• International experience

• Opportunity to work remotely from any location

• Supportive and collaborative team environment

• Learning and development opportunities

• Potential Performance Bonuses

• Paid Time Off (PTO)

• Health Maintenance Organization (HMO) coverage after 3 months