Executive Assistant (Job ID: MONMIC1EA)
🌟 We’re Hiring: Executive Assistant
IMPORTANT - Watch this quick Loom video on how to get hired:
C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH
📋 Job Information
- Job Title: Executive Assistant
- Job ID: MONMIC1EA
- Industry: Professional Services / Legal
- Location: LATAM / PH / South Africa
- Job Status: Full Time
- Work Schedule: Monday to Friday, 8:00am to 5:00pm - Flexible (EST); Minimum 4 hours daily overlap
- Compensation: $1800 to $2000 per month
- Target Start Date: ASAP
About the Client:
Our client is an innovative, modular professional services firm providing on-demand legal, HR, and finance departments in a box for high-growth startups and scaling businesses. Founded in Silicon Valley and operating fully virtual since 2017, they combine deep C-suite executive expertise with lean, modern operations. They treat their clients as true business partners and focus heavily on delivering complete customer delight.
About the Role:
We are seeking an ambitious, highly organized, and AI-fluent Operations-Focused Executive Assistant on behalf of our client. This individual will own, optimize, and scale the firm's core business infrastructure.
This is not a traditional administrative role —the client is looking for an analytical, proactive operational self-starter who can take direction from executive leadership, audit existing workflows, build robust Standard Operating Procedures (SOPs), leverage advanced AI tools (specifically Claude), and ultimately transition into owning end-to-end operations.
Key Responsibiliti ies:
Phase 1: Tactical Audit, Optimization & Core AI Automation (Months 1–3 / First 90 Days)
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Process Audit & Optimization : Map out, streamline, and capture existing internal workflows across Google Workspace and Google Docs.
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Core Administrative Bottlenecks: Take complete operational ownership of key internal priorities:
- Client and team onboarding and offboarding.
- Internal and client-facing timekeeping systems.
- Invoicing and billing administrative touchpoints.
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AI Implementation (Claude): Build upon established leadership Claude profiles and tone-of-voice settings to optimize daily administrative tasks, data entry, and proactive problem-solving.
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SOP Creation: Document every executed workflow into clean, actionable, systemized SOPs to ensure operational resilience across the entire team.
Phase 2: Internal Collaboration & Real-Time Operational Visibility (Months 3–6)
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Internal Connectivity: Improve cross-team collaboration mechanisms for 12+ remote professionals (lawyers, HR leads, finance leads) working across shared accounts.
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Real-Time Dashboards: Design, build, and maintain tier-1 executive dashboards (connecting core tools/APIs or utilizing Claude-built custom interfaces) to track deliverables, milestones, team accountability, and KPIs.
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Bottleneck Prevention: Proactively identify project delays, off-track tasks, and sticking points before they impact client delivery or leadership visibility.
Phase 3: Customer Experience, Packaging & Expansion Support (Months 6+)
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Client Interface & Single Source of Truth: Manage smooth customer-facing dashboards/portals where clients can view open matters, assignees, active NDAs/services agreements, and due dates in a clean, high-visibility layout.
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Client Delight & Repository Management: Ensure seamless client onboarding, automated communication flows, and secure access to document repositories.
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Rebrand & Expansion Support : Assist leadership with marketing logistics, brand kit implementation (using Claude Design), and messaging collateral to support company expansion and new flat-rate subscription service packaging.
Key Qualifications & Non-Negotiables
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AI Expertise (Claude Specialist) : Advanced experience using Claude (including structured promptin