Senior Executive Assistant (JOB ID: WILAYI1)

Inside Out; A distancia; MXN 200,000 - 400,000; Jornada completa

Descripción de la vacante

A creative studio is seeking a Senior Executive Assistant to support the Founder and CEO with daily operations and communication management. This role requires excellent English proficiency, strong organizational and time-management skills, and a high level of reliability. The ideal candidate will manage a complex calendar, draft communication for stakeholders, and conduct research. This position offers a full-time, remote work environment ideal for those who thrive in a creative setting.

Formación

• Proven experience as an executive assistant or similar role supporting senior leadership.
• Ability to juggle multiple moving pieces at once.
• High level of reliability and ownership of tasks.

Responsabilidades

• Act as an extension of the Founder, managing communication and decision making.
• Draft clear and polished communication for senior-level stakeholders.
• Manage a complex calendar, prioritizing meetings appropriately.

Conocimientos

Excellent spoken and written English

Strong organizational skills

High emotional intelligence

Tech savvy with Google Workspace

Ability to perform deep online research

Herramientas

Google Workspace

Squarespace

Descripción del empleo

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Job Details

• Job Title: Senior Executive Assistant
• Job ID: WILAYI1
• Industry: Entertainment for film and television
• Location: LATAM / South Africa
• Job Status: Full-Time
• Work Schedule: 10am-6pm EST
• Salary: $8+ (Quality is more important)
• Target Start Date: ASAP

About the Client

The client is a creative studio based in New York that develops original intellectual property across formats including short stories, articles, podcasts, digital video, and scripted entertainment for film and television. The company also partners with major global brands to produce high‑end video and audio content. The team is composed of seven long‑term employees who value collaboration, professionalism, and a highly communicative culture.

About the Role

We are hiring an Executive Assistant who will support the Founder and Chief Executive Officer across daily operations, communication management, meeting coordination, and external relations. This person will act as an extension of the Founder, combining strong operational skills with excellent communication, positive energy, and sound judgment.

The Executive Assistant will interact frequently with senior‑level contacts, including chief executive officers, chief marketing officers, and other high‑profile stakeholders in the entertainment and brand world. The ideal candidate is articulate, organized, proactive and able to read the room, match energies, and understand what is truly a priority without needing constant direction.

This role is perfect for someone who enjoys building systems, doing deep online research, and keeping a busy creative founder fully prepared for what is coming next.

Key Responsibilities

Executive support and prioritization

• Act as an extension of the Founder in day‑to‑day communication and decision making, representing his tone, values, and standards.
• Manage a complex calendar, protecting focus time and prioritizing external meetings over internal ones when appropriate.
• Understand what is truly urgent or strategic and rearrange internal commitments when needed to create space for priority items.
• Prepare the Founder for external calls and meetings by researching who he is meeting, recent news, projects, and relevant background, and summarizing it in a clear brief.

Communication and relationship management

• Draft, review, and send clear, polished and friendly written communication on behalf of the Founder to senior-level stakeholders.
• Maintain a professional yet warm tone that reflects his personality, with the judgment to know when to keep things strictly professional.
• Take high-quality notes during calls and meetings, capture decisions and action items, and follow up to ensure nothing falls through the cracks.
• Build strong rapport with the internal team, showing up as likable, reliable, and easy to work with.
• Bring positive energy into calls, messages, and meetings while always respecting boundaries and understanding your place in external conversations.

Organization, systems, and research

• Create and improve organizational systems for the Founder and the wider team, including document organization, naming conventions, tracking sheets, and follow-up systems.
• Conduct deep online research that goes beyond the first page of search results, including finding hard-to-locate contact information, older articles, interviews, and context about people and companies.
• Use AI tools in a smart way to refine writing, support research, and speed up workflows while always taking ownership of final quality.
• Website, newsletter, and light marketing support:
• Support basic website upkeep in Squarespace, such as adding new press articles, updating company information, and keeping key pages current.
• Help organize and assemble a quarterly company newsletter by collecting ideas, reviewing previous editions, proposing an outline, drafting content in an existing template, and coordinating feedback and approval.
• Over time, support light social media upkeep such as queuing or coordinating posts that highlight company work and press, while maintaining a consistent brand voice.

Financial administration and subscriptions

• Review company credit card statements regularly, categorize charges, and flag unusual or unclear expenses.
• Identify subscriptions that are not being used, verify with the team whether they are still needed, and coordinate cancellations where appropriate.
• Help organize receipts and backup documentation in an orderly and searchable way.

General support

• Keep track of recurring tasks and deadlines so that the Founder does not need to chase or remind you.
• Suggest improvements to processes, tools, templates, and workflows as you learn the business.
• Maintain confidentiality at all times regarding company matters and high-profile contacts.

Qualifications & Skills

Required Skills and Experience

• Excellent spoken and written English, with very strong control of tone, nuance, and professionalism.
• Proven experience as an executive assistant, personal assistant, or similar role supporting senior leadership.
• Demonstrated ability to perform deep online research and find information that is not immediately visible.
• Strong organizational and time‑management skills, with the ability to juggle multiple moving pieces at once.
• High level of reliability and ownership, taking tasks from request to completion without repeated follow-up.
• High emotional intelligence and the ability to read the room, match energies, and know when to add personality and when to stay strictly professional.
• Tech savvy with tools such as Google Workspace, online meeting platforms, communication tools, and project or task‑management systems.
• Comfortable handling basic financial administration such as credit card reviews, expenses, and subscription lists.
• Remote readiness, including a quiet work environment, strong internet connection, and consistent availability during agreed hours.

Nice to Have

• Previous experience in entertainment, media, production, storytelling, or work with creative studios or agencies.
• Genuine interest in film, television, podcasts, books, and digital content.
• Experience with Squarespace or other website builders.
• Experience drafting newsletters or simple marketing emails.
• Experience supporting social media presence for a company or public figure.

What Success Looks Like

• The Founder feels fully supported and is able to spend more time on creative and strategic work.
• External contacts consistently experience timely, thoughtful, and professional interactions.
• Calendar, email, and priorities feel organized and under control, with fewer conflicts and surprises.
• Systems for notes, follow-ups, expenses, subscriptions, newsletter and website updates are clear and predictable.
• The Executive Assistant is viewed as a trusted extension of the Founder by both the internal team and external partners.