We are seeking a proactive and highly organized Executive Assistant (EA) to support a Founder and Executive Director with Paralegal Experience. This role is ideal for someone who excels at task delegation, scheduling, CRM management, and communication. You will play a key role in streamlining operations, improving efficiency, and ensuring smooth day-to-day management as the business expands. The ideal candidate is highly organized, proactive, and comfortable working with financial data to support both personal and business financial health
As an EA, you will be responsible for handling phone calls, scheduling appointments, managing email communications, maintaining the CRM, and assisting with administrative tasks to optimize the executive’s time and productivity. This is a full-time, remote role requiring a high level of independence, attention to detail, and strong organizational skills.
Job Title: Full-Time Executive Assistant
Location: Remote
Job Type: Full-Time
Salary: 800 to 1,500 USD
- 3+ years of experience as an Executive Assistant, Administrative Coordinator, or in a similar role.
- Strong experience in phone and email management, calendar coordination, and CRM data entry.
- Proficiency in Calendly, or similar scheduling and CRM tools.
- Utilize Monarch or other tracking tools to track, categorize, and analyze personal and business expenses.
- Excellent written and verbal communication skills.
- Ability to take initiative, solve problems independently, and implement efficient workflows.
- Strong organizational and time management skills.
- Conduct legal research and summarize findings for the executive.
- Maintain legal records, files, and compliance documentation.
- Good to Have: Draft, review, and proofread contracts, agreements, and legal documents.
- Technical Requirements: Reliable high-speed internet, a modern laptop with a multi-core processor, and a noise-canceling headset.
Key Responsibilities
- Phone & Call Management: Handle incoming calls, ensure timely responses, and manage call logs.
- Scheduling & Calendar Management: Organize and schedule meetings using Calendly and keep the executive informed of upcoming appointments.
- Email & Communication Management: Oversee inbox triage, draft and review emails, and maintain a system for prioritizing key messages.
- CRM Management: Update and maintain HubSpot to track leads, log sales processes, and ensure accurate data entry.
- Technical Proficiency: Experience using Monarch for financial tracking is required. Familiarity with Excel, Google Sheets, or other financial analysis tools is a plus.
- Analytical Skills: Strong ability to track and interpret financial data.
- Administrative Support: Assist with document organization, mail management, and basic reporting.
- Process Optimization: Help establish efficient workflows and implement best practices for managing executive responsibilities.
- Confidentiality: High level of discretion in handling sensitive information
- Time Management: Strong ability to prioritize tasks and optimize schedules based on urgency.
- Project Coordination: Support business growth by coordinating initiatives, tracking key tasks, and ensuring deadlines are met.
- Problem-Solving: A proactive mindset with the ability to anticipate needs and offer solutions
