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Senior Executive and Personal Assistant to Founder (US Hours, Travel)

1 month ago
Argentina, Chile, Colombia, Costa Rica, Philippines, Kenya, South Africa
Full-time
Senior
Executive Assistant
Operations
Asana ClickUp Notion
Apply Now
ScaleSource

ScaleSource

ScaleSource is a staffing and recruiting company that helps businesses grow their teams with high-performing remote professionals. They offer a cost-effective solution by handling the recruitment process and providing full-time remote team members at 7...

Professional Services
11-50
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Description

  • Manage personal and business calendars with strong prioritization and protection of focus time, including coordinating meetings across time zones and preparing agendas/briefs.
  • Gatekeep inboxes and communications by reviewing incoming emails daily, triaging, labeling/rules management, drafting replies in the executive’s voice, escalating urgent items, and closing loops.
  • Handle inbound calls and messaging by screening, routing, responding, and documenting next steps.
  • Plan, book, and manage travel and events by creating clean itineraries, handling changes quickly, and supporting in-person meetings.
  • Manage personal social media profiles and inbound messages (DMs/comments), track conversations, and ensure timely follow-ups.
  • Execute the family/team culture calendar (birthdays, anniversaries, holidays, gifts) and maintain reminders and planning to avoid last-minute tasks.
  • Support and maintain the team’s tech stack by managing accounts, permissions, subscriptions and renewals, performing basic troubleshooting, coordinating with vendors/support, and using AI tools to accelerate drafting, summaries, research, and SOP creation.
  • Oversee asset and property management including utilities, vendor sourcing/management, scheduling maintenance, tracking insurance policies/renewals/key documents, and owning vendor relationships and negotiations.
  • Provide personal/family support (e.g., coordinating, research, scheduling, vendor calls, follow-ups) for the spouse and household as needed.

Requirements

  • 5+ years of experience as an Executive Assistant / Senior EA supporting C-level leaders (CEO/Founder/COO/CRO, etc.).
  • Strong written and spoken English with professional, concise, and accurate communication.
  • Proven experience managing complex calendars, inbox triage, and drafting executive communications.
  • Proven experience planning travel and building detailed itineraries.
  • Vendor management experience with personal negotiation of pricing/terms.
  • High tech competence with Google Workspace and/or Microsoft 365, Slack/Zoom/Teams, and project/task tools (Asana, ClickUp, Notion, Airtable, etc.).
  • Comfort using AI tools for productivity tasks such as research, drafting, summarizing, and SOP creation.
  • High discretion and comfort handling sensitive personal and business information.
  • Reliable internet, professional working setup, strong follow-through, and ability to be highly responsive during agreed working windows.
  • Ability to work US standard time with meaningful daily overlap and availability for evenings/weekends as needed.
  • Must be able to travel to the US or other locations at least once per quarter for 1–2 weeks, possess a valid passport, and be willing/able to obtain required travel authorization (visa/ESTA, etc.).
  • Preferred: Master’s degree (helpful), EOS familiarity (Level 10 meetings, Rocks, Scorecards, IDS), and experience supporting founders/high-growth companies or family-office style operations.

Benefits

  • $1,500 USD per month base salary.
  • Up to $12,000 USD per year in performance bonuses.
  • All required travel costs covered (flights, lodging, etc.) with quarterly in-person travel (1x/quarter for 1–2 weeks).
  • Flexible schedule with control over daily hours while maintaining responsiveness.
  • Tech stack allowance.
  • Executive-level training opportunities.

Interested in this position?

Apply directly on the company website

Apply Now

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