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Full job description
You will support the CEO of a growing AI and data engineering consultancy. Your job is to keep calendars clean, communication tight, and operations organized so the CEO can focus on sales, strategy, and client work. This is a remote, part-time contractor role.
Key Responsibilities
Calendar and scheduling
- Own and manage the CEO’s calendar, including scheduling and rescheduling meetings.
- Coordinate sales calls, internal working sessions, and client meetings.
- Create and help enforce time blocks for focused work, content creation, and sales activity.
Communication and coordination
- Draft professional emails and follow-ups from bullet points or voice notes.
- Send reminders to prospects and clients for meetings, forms, signatures, and payments.
- Join key calls when requested, take notes, and summarize actions and decisions.
Operations and documentation
- Organize company files in Google Workspace or similar tools.
- Maintain a simple system for proposals, SOWs, NDAs, and contracts.
- Track the status of proposals, agreements, and onboarding steps.
- Help maintain a basic CRM or pipeline spreadsheet and keep it up to date.
Finance and admin support
- Prepare invoices from templates and send via accounting tools.
- Track unpaid invoices and send polite but clear reminders.
- Maintain simple expense and receipt logs for bookkeeping purposes.
Reporting and planning
- Prepare a weekly summary of meetings, open tasks, and priorities for the CEO.
- Maintain a simple view of pipeline status and follow-up dates.
- Help enforce the CEO’s weekly schedule and protect focus time.
Requirements
- 2+ years of experience as an Executive Assistant, Operations Assistant, or similar role.
- Strong written communication with a clear and concise email style.
- High attention to detail, strong follow-through, and low tolerance for loose ends.
- Comfortable working in tools like Google Workspace, Microsoft 365, basic CRM, and project boards.
- Able to turn rough notes or voice recordings into clean documents and emails.
- Reliable internet and ability to work independently with minimal supervision.
- Comfortable handling sensitive information with discretion.
Nice to Have
- Experience supporting founders or executives in tech, AI, or consulting.
- Exposure to tools like Notion, ClickUp, Asana, HubSpot, or similar.
- Basic familiarity with data, AI, or software concepts so terminology is not intimidating.
Workload, Compensation, and Logistics
- 5 to 15 hours per week to start, with potential to grow if the fit is strong.
- Fully remote with flexible working hours, but must be able to meet agreed response times.
How to Apply
Please submit your resume and a brief note explaining your relevant experience and typical weekly availability.
Job Type: Part-time
Pay: $20.50 – $27.02 per hour
Expected hours: 5 – 15 per week
Application Question(s):
- Tell me about a time you had to keep someone highly visible (a leader, client, or team) organized without much direction—what was the situation, what did you put in place, and what was the outcome?
- Imagine it’s 3 pm and you suddenly have three urgent conflicts: the CEO’s client call, an internal deadline, and a personal request from the CEO—walk me through, step by step, how you would decide what to do first and how you’d communicate it.
- Take 2–3 minutes and draft (or describe in detail) the email you would send to a key client to reschedule a meeting at the last minute while still sounding professional, clear, and relationship-focused—what would you write and why?
Work Location: Remote