Executive Assistant

Executive Assistant

Executive Assistant – Remote

We are looking for a sharp, high-performance Executive Assistant to act as a "force multiplier" for a fast-moving founder in the Life Insurance, Loan Brokerage, and Financial Services industries. This is not a typical administrative job, but rather a mission-critical role focused on streamlining communication, logistics, and accountability. The ideal candidate will own operational excellence, create clarity, and serve as a proactive right hand to a strategic leader.

• Area of expertise of the position: Executive Assistance, Administration, Finance (preferred)
• Location: 100% remote

Key Responsibilities:

• Inbox & Communication: Manage and triage emails
• Calendar Management: Own scheduling and coordination
• Project Tracking: Follow up on client cases, commissions, and timelines using Monday.com and Google Sheets
• Document Handling: Manage Docusign packages, wire confirmations
• Client Reviews: Prepare and coordinate annual reviews
• Logistics: Plan travel and manage confidential business details

Requirements

• Experience: At least 5 years of experience as an Executive Assistant, preferably with a CEO or an entrepreneur. The person should be highly organized, self-motivated, reliable, and experienced in helping entrepreneurs stay on track.
• Academic Studies: Bachelor's degree, preferred but not required.
• Languages: Spanish and advanced/professional level English.
• Location: Remote.
• Programs to be mastered: Google Sheets, Google Docs, Google Slides, Microsoft Office Suite. Monday.com, Slack
• Equipment: High-speed internet. Dual monitors.

Key Responsibilities

• Inbox & Communication Management: Monitor and organize the executive inbox daily, triage and respond to emails, and manage internal team communications. This also includes transcribing and covering WhatsApp/text communications and answering inbound business calls.
• Calendar & Scheduling: Manage the executive's calendar two weeks out, schedule all meetings and calls, and anticipate conflicts.
• Project & Workflow Management: Follow up on active client cases, sales commissions, and in-force life insurance actions. Track case progress in Monday.com and Google Sheets, request internal project updates, and ensure team visibility on deadlines.
• Document & Workflow Support: Compile and send Docusign packages, confirm wires, assist with document pre-fill for loan documents, and manage templates. The role also involves data entry, creating invoices, and tracking payments.
• Client Review Coordination: Proactively request information and compile packets for annual client reviews.
• Logistics & Operational Support: Handle confidential information with discretion, coordinate travel, and prepare expense reports. The role requires filtering noise and creating clarity in a fast-paced environment.
• Daily Meetings: Conduct daily meetings with the founder (Pacific Time).

Ideal Candidate Attributes

• Proactivity: Able to anticipate needs, take initiative, and "read the play" to step in before being asked.
• Communication: Strong verbal and written communication in both Spanish and English. Can take high-level ideas and turn them into polished output.
• Problem-Solving: Comfortable managing up, asking smart questions, and making decisions when needed.
• Technologically Fluent: Learn new tools quickly without needing to be taught.
• Composure: Calm and composed, even when things are moving fast.
• Detail-Oriented: Brings order without being rigid.
• Professionalism: Holds a high standard and manages time well.

Quick Snapshot

• Title: Executive Assistant
• Role Type: Full-Time, Remote
• Availability: Complete availability during business hours
• Industries: Life Insurance, Loan Brokerage, Financial Services
• Reports To: Founder/Executive
• Key Traits: Resourceful, polished, intuitive, quick-moving

What It’s Like to Work With Me

I move quickly, think big, and have more ideas than time. I love people, stories, strategy, and big visions — but I need someone who can ground all that energy and help me make things real. I’m warm, loyal, trusting, and collaborative — but I expect excellence, sharpness, and initiative.

You’ll get:

• Autonomy: I don’t micromanage.
• Access: You’ll see everything — clients, strategy, finances.
• Clarity of mission: I think in futures and build with intent.
• High standards: I love polish, proactive thinking, and responsiveness.

What I’m not great at:

• Following up on loose threads — I need you to catch them.
• Doing repetitive tasks or maintaining systems — I’ll help design, but you’ll run it.
• Emotional labor or drama — I value warmth, but I move fast and appreciate directness.

You’ll thrive if you:

• Like being the person behind the person
• Take pride in keeping things moving and making things better
• Can “read the play” and step in before being asked
• Enjoy being trusted, seen, and relied upon

Offer

• Hours: 08:00 to 17:00, Monday to Friday, Pacific Time
• Office Equipment: Macbook Air Apple laptop will be provided exclusively for work use. After 90 days.
• Direct Report: The person will report directly to the Founder.
• Job Type: Full-time
• Pay: $35,000.00 - $45,000.00 per month