Senior Executive Assistant

Executive Assistant

Priority Location: South Africa and Latin America

Working Hours: 40 hours per week (Mon - Fri) EST

Salary Range: $2,500 - $3,000 USD per month (The final offer is at the client's discretion and depends on the candidate's interview result, skills, and experience.)

Type of contract: Independent Contractor

Type of job: Remote

Key Responsibilities:

Executive Operations

• Prepare a concise executive briefing by 8:00 AM Eastern each business day, identifying priorities, commitments, decisions, meetings, investor actions and emerging issues.
• Maintain a master system of executive commitments, follow-ups, approvals and deadlines.
• Progressively manage the Managing Director's Outlook inbox, identifying what requires his attention and handling or delegating routine matters.
• Own the Managing Director's calendar, including scheduling, rescheduling, preparation time, travel time and protection of high-value working time.
• Proactively follow up with employees and third parties when commitments are outstanding.
• Be comfortable respectfully challenging and managing the executive upward when priorities or commitments are at risk.

Capital Raising & Investor Support

• Coordinate investor meetings and follow-ups.
• Prepare relevant information before important investor conversations.
• Convert the Managing Director's meeting and voice notes into structured CRM entries and next actions.
• Send approved investor materials and coordinate subsequent meetings.
• Ensure investor commitments and follow-ups do not fall through the cracks.
• Help coordinate conferences, investor webinars, cocktail receptions, property tours and other investor events.
• Manage presentation versions, meeting materials and event logistics.

The Managing Director owns investor relationships and closing; the EA owns the execution surrounding his activity.

Document & Information Management

• Own day-to-day discipline of the company's SharePoint-based document-management system.
• Ensure important documents received through email and other channels are properly captured and filed.
• Maintain consistent naming, version-control and filing practices.
• Ensure executed agreements and final documents are readily retrievable.
• Use technology and automation to progressively reduce manual filing and information-management work.

Development Executive Support

The company has experienced Development Managers who retain responsibility for project execution. The EA will not manage development projects.

Instead, the EA will track the Managing Director's required approvals, signatures, reviews, decisions and deadlines so project personnel do not need to repeatedly chase executive action.

CFO, Household & Personal Support

The CFO is a CPA and retains responsibility for accounting, cash management and financial decisions. The EA may assist with document collection, organization, scheduling and administrative follow-through but will not independently perform accounting functions.

As trust develops, the EA will progressively assume significant household and personal administration for the executives, including:

• Coordinating maintenance, landscaping, cleaning, handyman and specialty vendors for two homes.
• Obtaining estimates, scheduling access and following work through completion.
• Vehicle service and maintenance coordination.
• Appointments and reservations.
• Travel research and coordination.
• Household purchases, subscriptions and renewals.
• Family scheduling and other appropriate personal logistics.

The objective is for the executives to make decisions where their judgment is required while the EA handles the work surrounding those decisions.

How We Work:

The Managing Director spends significant time away from his computer. Instructions may arrive through email, Teams, text, telephone, forwarded documents or voice messages.

The EA must be comfortable converting unstructured executive communication into organized execution. The Managing Director should not need to personally maintain a task-management system.

This is a dedicated/full-time role, but we are more concerned with results, responsiveness, judgment and ownership than rigid 8:00–5:00 desk coverage. Meaningful Eastern Time overlap is required, and the daily executive briefing must be ready by 8:00 AM Eastern.

The Managing Director frequently works outside traditional hours. Routine after-hours messages do not require an immediate response unless genuinely urgent.

Technology:

The company uses Microsoft Outlook, Teams, SharePoint, CRM systems, ChatGPT and meeting/transcription tools.

Experience with every platform is not required, but strong technology aptitude is essential. We want someone who uses AI as an operating tool for research, meeting processing, action extraction, document summaries, correspondence, event planning and workflow improvement.

The Ideal Candidate:

• Significant experience supporting a founder, CEO, entrepreneur or C-suite executive.
• Exceptional judgment and prioritization.
• A proactive ownership mentality and relentless follow-through.
• Confidence managing upward and respectfully challenging an executive.
• Excellent written and spoken English.
• Ability to operate successfully with incomplete instructions.
• Experience managing complex calendars, inboxes and executive commitments.
• Strong event/project coordination capabilities.
• Professional confidence interacting with investors, attorneys, consultants, executives and vendors.
• Strong technology and AI aptitude.
• High discretion and trustworthiness.
• Resourcefulness and a willingness to handle both business and appropriate personal responsibilities.
• Real estate, private equity, investment, CRM or capital-raising experience is helpful but not required.

What This Role Is Not:

This is not a generic VA, bookkeeping, data-entry or task-list position. We are not looking for someone who waits to be told what to do or needs detailed instructions for every assignment.

The successful candidate's instinct should be:

"I'll figure out how to get it handled."