Executive Assistant – Operations and Client Support

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

📋 Description

• Oversee the founder’s calendar and arrange calls with clients, coaches, and internal team members.

• Organize meetings, sessions, and programs that involve multiple participants.

• Manage the coaching administration system, which includes client onboarding, engagement offboarding, and maintaining coach records.

• Ensure clients, coaches, and the internal team remain informed and aligned.

• Take ownership of timely internal communications.

• Set up and oversee logistics for coaching courses and group leadership programs.

• Assist students and participants in staying on track and achieving success.

• Draft client proposals utilizing existing templates and enhance these templates over time.

• Create and format materials using Canva and Google Slides.

• Conduct a weekly check-in with the founder.

• Develop and uphold living SOPs for responsibilities under your purview.

• Identify gaps and inefficiencies, proposing practical solutions.

⛳️ Requirements

• Minimum of 3 years of experience as an Executive Assistant, Operations Assistant, Virtual Assistant, or in a comparable support role.

• Exceptional written and verbal English skills (C1 or higher).

• Significant experience in calendar management and scheduling for multiple parties.

• Comfortable with learning and managing new software systems, such as a CRM, client management tool, or learning platform.

• Proficient in Canva and Google Slides.

• Clear and professional written communication skills for both clients and internal teams.

• Proactive and solution-oriented: you ask insightful questions, highlight unclear areas, and suggest actionable solutions.

• Capable of navigating some ambiguity in a small, growing business environment.

• Responsive and timely during agreed working hours that coincide with US Central Time.

• Dependable high-speed internet and a quiet home office arrangement.

• Experience supporting a coaching, consulting, training, or education business.

• Familiarity with administering online courses or learning management systems.

• Background in preparing proposals or sales materials.

• Experience working with nonprofits or mission-driven organizations.

• Proficient in writing and maintaining SOPs.

• Comfortable utilizing AI tools to enhance productivity.

• Familiar with Google Workspace, Slack, and Zoom.

🏝️ Benefits

• International experience

• Opportunity to work remotely from any location

• Supportive and collaborative team atmosphere

• Opportunities for learning and development

• Potential for performance bonuses

• Paid time off (PTO)

• Health Maintenance Organization (HMO) coverage after 3 months