🌟 We’re Hiring: Executive Assistant
IMPORTANT - Watch this quick Loom video on how to get hired:
C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
📋 Job Information
Job Title: Executive Assistant
Job ID: MONMIC1EA
Industry: Professional Services / Legal
Location: LATAM / PH / South Africa
Job Status: Full Time
Work Schedule: Monday to Friday, 8:00am to 5:00pm - Flexible (EST); Minimum 4 hours daily overlap
Compensation: $1800 to $2000 per month
Target Start Date: ASAP
About the Client:
Our client is an innovative, modular professional services firm providing on-demand legal, HR, and finance departments in a box for high-growth startups and scaling businesses. Founded in Silicon Valley and operating fully virtual since 2017, they combine deep C-suite executive expertise with lean, modern operations. They treat their clients as true business partners and focus heavily on delivering complete customer delight.
About the Role:
We are seeking an ambitious, highly organized, and AI-fluent Operations-Focused Executive Assistant on behalf of our client. This individual will own, optimize, and scale the firm's core business infrastructure.
This is not a traditional administrative role—the client is looking for an analytical, proactive operational self-starter who can take direction from executive leadership, audit existing workflows, build robust Standard Operating Procedures (SOPs), leverage advanced AI tools (specifically Claude), and ultimately transition into owning end-to-end operations.
Key Responsibilitiies:
Phase 1: Tactical Audit, Optimization & Core AI Automation (Months 1–3 / First 90 Days)
Process Audit & Optimization: Map out, streamline, and capture existing internal workflows across Google Workspace and Google Docs.
Core Administrative Bottlenecks: Take complete operational ownership of key internal priorities:
Client and team onboarding and offboarding.
Internal and client-facing timekeeping systems.
Invoicing and billing administrative touchpoints.
AI Implementation (Claude): Build upon established leadership Claude profiles and tone-of-voice settings to optimize daily administrative tasks, data entry, and proactive problem-solving.
SOP Creation: Document every executed workflow into clean, actionable, systemized SOPs to ensure operational resilience across the entire team.
Phase 2: Internal Collaboration & Real-Time Operational Visibility (Months 3–6)
Internal Connectivity: Improve cross-team collaboration mechanisms for 12+ remote professionals (lawyers, HR leads, finance leads) working across shared accounts.
Real-Time Dashboards: Design, build, and maintain tier-1 executive dashboards (connecting core tools/APIs or utilizing Claude-built custom interfaces) to track deliverables, milestones, team accountability, and KPIs.
Bottleneck Prevention: Proactively identify project delays, off-track tasks, and sticking points before they impact client delivery or leadership visibility.
Phase 3: Customer Experience, Packaging & Expansion Support (Months 6+)
Client Interface & Single Source of Truth: Manage smooth customer-facing dashboards/portals where clients can view open matters, assignees, active NDAs/services agreements, and due dates in a clean, high-visibility layout.
Client Delight & Repository Management: Ensure seamless client onboarding, automated communication flows, and secure access to document repositories.
Rebrand & Expansion Support: Assist leadership with marketing logistics, brand kit implementation (using Claude Design), and messaging collateral to support company expansion and new flat-rate subscription service packaging.
Key Qualifications & Non-Negotiables
AI Expertise (Claude Specialist): Advanced experience using Claude (including structured prompting, using Claude as a thinking partner for problem-solving, and utilizing features like Claude Design / App Creation).
Tech Ecosystem Mastery:Deep fluency in Google Workspace (Docs, Sheets, Drive, Meet).
Operations & Systems Mindset: Natural instinct to document, build SOPs, optimize inefficient tasks, and eliminate redundancy.
High Technical Autonomy: Ability to troubleshoot technical blockers independently via AI tools rather than escalating basic questions.
Proactive & Independent Execution: High level of ownership—takes feedback constructive-first, anticipates executive needs, and works effectively without micromanagement.
Communication: Exceptional verbal and written English skills with executive-level clarity and absolute discretion (handling sensitive, privileged legal and financial data with high professionalism).
Submit your application today and take the first step toward your next great opportunity!
InsideOutVAS is a staffing and recruitment firm that connects businesses with remote talent from LATAM and other regions for various operational and client-facing roles. The company works across multiple industries including business coaching, property management, and advertising agencies, placing skilled professionals in positions ranging from lead generation and appointment setting to property management and marketing operations. They focus on building high-performing teams for growing companies, emphasizing results-oriented hiring, accountability, and operational excellence. InsideOutVAS serves as a bridge between businesses needing quality talent and professionals seeking remote work opportunities with competitive compensation structures.