Executive Assistant (Job ID: JONDEE1)
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Executive Assistant
🆔 Job ID: JONDEE1
🏢 Industry: Security Services
🌎 Location: LATAM / South Africa
🕒 Job Status: Part-Time (20 hours/week)
Scaling to Full-Time within 2–3 months
⏰ Work Schedule: Monday–Friday, 4 hours/day (CST)
Preferred hours: 10:00 AM – 2:00 PM CST
💰 Salary: $7–$8 per hour
🚀 Target Start Date: ASAP
Role Overview
About the Client
The client is a growing security services company providing armed and unarmed officers, mobile surveillance systems, and operational support to property managers, office buildings, and residential communities across multiple U.S. regions. With over 100 staff members and a 24/7 operational presence, the company is focused on strengthening internal systems and improving organization as it scales.
The client is seeking a reliable, proactive Executive Assistant to act as a right-hand support to leadership, helping structure workflows, follow up on operational tasks, and manage daily communication with internal teams and external partners.
About the Role
This is a highly operational Executive Assistant role supporting leadership with structure, follow-ups, communication, and systems management. The ideal candidate is confident, tech-savvy, and proactive, with the ability to help build and improve processes in a fast-growing environment.
The role will begin part-time while training and workflows are established, with a clear path to transition into a full-time position within 2–3 months.
Key Responsibilities
Operational Follow-Ups & Task Coordination
Support daily operations by tracking tasks related to new clients, new hires, and internal processes
Maintain checklists, monitor progress, and communicate updates to leadership
Tasks include:
Following up on onboarding steps for new clients or employees
Ensuring required documents and information are collected
Tracking licensing and compliance-related items
Maintaining structured task lists and follow-ups
Accounts Receivable & Reporting Support
Assist with operational reporting and follow-ups related to outstanding invoices
Communicate professionally with clients regarding unpaid balances
Tasks include:
Running reports showing outstanding invoices
Calling clients to follow up on unpaid balances
Documenting reasons for delayed or missing payments
Updating internal tracking systems
Calendar, Communication & Executive Support
Act as a right-hand support to leadership for scheduling and communication
Coordinate with internal teams and external contacts
Tasks include:
Managing calendars and confirming appointments
Making calls on behalf of leadership when needed
Communicating with branch managers and clients
Supporting inbox-style follow-ups and organization
Data & Systems Management
Help maintain organization and structure across company tools and systems
Tasks include:
Maintaining data in Notion, CRM tools, or internal platforms
Uploading and organizing files and documentation
Assisting with workflow improvements
Supporting SOP development as processes evolve
Qualifications & Skills
Required Qualifications
Advanced English communication skills
Strong computer proficiency and tech savviness
Comfort navigating CRMs and digital tools
Experience with operational coordination or executive support
Ability to make calls and communicate professionally
Strong critical thinking and proactive feedback skills
Preferred Qualifications
Experience using HubSpot or Notion
Background supporting operations or leadership teams
Experience working with startups or scaling companies
Exposure to reporting, task management, or process improvement
Personality Traits
Confident communicator who asks questions and provides feedback
Self-starter with strong critical thinking skills
Highly organized and detail-oriented
Proactive and comfortable building structure in evolving environments
Reliable, committed, and interested in long-term growth