🚀 We’re Hiring: Executive Assistant

IMPORTANT – Watch this quick Loom video on how to get hired:
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📋 Job Title: Executive Assistant

• Job ID: MAGJO1
• Industry: Fine Arts & Creative Services
• Location: LATAM / South Africa
• Job Status: Full Time
• Work Schedule: Flexible schedule with overlap with Eastern Time on selected days for check-ins and collaboration
• Compensation: $6 – $8 USD per hour
• Target Start Date: ASAP

🌎 About the Client

The client is a creative founder operating across fine art, design, and civic-focused initiatives, where relationships and thoughtful communication are central to the work. The business functions as a personal brand with multiple interconnected service and revenue streams, requiring a consistent, organized presence across channels to support ongoing opportunities and long-term relationships.

💼 About the Role

We are hiring a highly organized, proactive Executive Assistant to support the Owner and Creative as a key point of contact across communications, scheduling, and relationship-based follow-through, with additional support for business development tasks as capacity allows.

This role blends inbox management, calendar coordination, CRM upkeep, and proactive loop-closing across multiple platforms. It requires strong judgment, clear writing, and true ownership — seeing things through until outcomes are achieved.

📌 Key Responsibilities

Inbox Management & Relationship Ownership

• Own daily inbox triage: organize messages, draft/send timely responses, flag priorities, and prevent bottlenecks

• Maintain and improve templates for recurring communications

• Act as a primary point of contact on behalf of the Owner with patrons, clients, vendors, collaborators, PR contacts, and nonprofit stakeholders

• Maintain and update CRM workflows in monday.com, including contacts, notes, relationship history, and follow-up reminders

• Track every conversation to a clear next step and ensure follow-ups never slip

Daily Alignment & Follow-Through

• Participate in brief check-ins to confirm priorities, deadlines, follow-ups, and relationship touchpoints

• Proactively track open loops and document next steps without waiting to be asked

• Provide concise end-of-day updates when needed, outlining completed actions, pending items, and decisions required

Scheduling & Logistics

• Manage calendar coordination across creative, commercial, and nonprofit commitments

• Coordinate meetings end-to-end (scheduling, confirmations, agendas, prep materials, and next steps)

• Research and prepare meeting briefs when needed (background, links, documents, talking points)

• Coordinate travel arrangements as required

• Handle professional-adjacent logistics such as reservations, deliveries, confirmations, and coordination tasks

Business Development Support

• Capture new contacts from meetings and events and log them immediately with clear next steps

• Support relationship development through organized follow-up and light monitoring on LinkedIn and Instagram

• Identify cross-pollination opportunities across the business and route them appropriately

• Assist with proposals by gathering inputs, formatting documents, tracking deadlines, and coordinating submissions

• Update presentations, pitch decks, and promotional materials using Canva and PowerPoint

• Research prospects, partnerships, and opportunities and synthesize findings into clear, actionable summaries

Project & Communication Tool Monitoring

• Monitor monday.com and Slack to keep work moving and ensure nothing gets stuck

• Respond appropriately within guidance and route items to the correct owner

🧠 Qualifications & Skills

• Experience in executive assistance, administrative support, client relations, or operations support

• Strong written English with the ability to draft polished, human, professional responses

• Highly proactive and ownership-driven — follows through until results or clear outcomes are achieved

• Strong organizational skills and attention to detail

• Comfortable managing multiple workstreams in a small, fast-moving team

• High emotional intelligence and a relationship-first communication style

• Awareness of U.S. events, U.S. politics, and pop culture context for thoughtful professional communication

• Interest in the arts and comfort supporting a creative business

⭐ Preferred Experience

• Sales, business development, or customer-facing hospitality experience

• Experience supporting an entrepreneurial founder or small organization

• Ability to conduct independent research and write short, structured summaries

• Experience managing social media platforms (Instagram, Facebook, LinkedIn) is a plus

🧩 Personality & Cultural Fit

• Proactive by default — does not wait to be told what to do once context is clear

• Outcome-focused, not task-focused — closes loops fully

• High emotional intelligence — communicates with warmth, empathy, and strong judgment

• Confident engaging with people and following up when needed

• Strong critical thinking — connects dots across conversations and channels

• Adaptable and comfortable wearing multiple hats in a small business environment

• Culturally aware and curious — values long-term relationship building over transactional interactions

• Communicative and collaborative — comfortable with regular check-ins and feedback

🛠 Tools & Platforms

• monday.com

• Slack

• Canva

• Google Workspace

• Microsoft Office (PowerPoint, Word, Excel)

• Adobe Suite (basic familiarity is a plus — please specify your level)