Executive Assistant

**🌟 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)** * **Process Audit & Optimization**: Map out, streamline, and capture existing internal workflows across Google Workspace and Google Docs. * **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. * **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. * **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)** * **Internal Connectivity:** Improve cross-team collaboration mechanisms for 12+ remote professionals (lawyers, HR leads, finance leads) working across shared accounts. * **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. * **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+)** * **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. * **Client Delight & Repository Management:** Ensure seamless client onboarding, automated communication flows, and secure access to document repositories. * **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** * **AI Expertise (Claude Specialist)**: **Advanced experience using Claude (including structured prompting, using Claude as a thinking partner for problem-solving, and utilizing features like Claude Design / App Creation).** * **Tech Ecosystem Mastery:****Deep fluency in Google Workspace (Docs, Sheets, Drive, Meet).** * Operations & Systems Mindset: Natural instinct to document, build SOPs, optimize inefficient tasks, and eliminate redundancy. * **High Technical Autonomy:** Ability to troubleshoot technical blockers independently via AI tools rather than escalating basic questions. * **Proactive & Independent Execution**: High level of ownership—takes feedback constructive-first, anticipates executive needs, and works effectively without micromanagement. * **Communication**: **Exceptional verbal and written English skills** with executive-level clarity and absolute discretion (handling sensitive, privileged legal and financial data with high professionalism). **Submit your application today and take the first step toward your next great opportunity!** Originally posted on [Himalayas](https://himalayas.app)