Executive Assistant

InsideOut; United States; Remote; USD 65,000 - 90,000; Full time

Job summary

InsideOut is a globally distributed healthcare and wellness technology company seeking an Executive Assistant to partner with the Executive Director. The role focuses on calendar management, inbox triage, and proactive operations, leveraging Claude and other AI tools to streamline daily workflows.

You will build SOPs, maintain playbooks, and coordinate cross-functional activities while ensuring confidentiality and professional communication across time zones, primarily during US Central Time

Qualifications

• Multiple years of hands-on experience supporting C-suite executives or founders.
• Ability to anticipate executive needs and propose solutions independently.
• Hands-on experience using Claude for materials, processes, and dashboards.
• Proven track record of maintaining confidentiality and discretion.
• Experience building or maintaining SOPs, playbooks, and documentation systems.
• Excellent written and verbal English communication; available during US Central Time business hours.
• Proficiency with Google Workspace, Asana, Slack, and Zoom.

Responsibilities

• Manage the Executive Director's calendar and inbox, triage priorities and draft responses.
• Coordinate day-to-day operational tasks and track priorities to completion.
• Create, update, and maintain SOPs and playbooks for the EA function and related processes.
• Leverage Claude and AI tools to draft materials, automate workflows, and build dashboards.
• Serve as the primary contact for internal teams and external clients, reflecting executive tone and priorities.
• Handle personal admin and vendor communications with discretion and secure workflows.

Skills

EA Experience

Proactive Foresight

AI Proficiency

Confidentiality

Documentation Skills

English Communication

Google Workspace

Asana

Slack & Zoom

Security Tools

Claude AI

Tools

Asana

Slack

Zoom

Google Workspace

1Password

Notion

Dropbox

Canva

Claude

Vibe

Job description

Are you an experienced, proactive Executive Assistant with strong organizational foresight, AI fluency, and independent problem-solving skills? We are seeking a full-time Executive Assistant (LATAM preferred, South Africa) to serve as a trusted operational partner to the Executive Director of an innovative, globally distributed healthcare and wellness technology company!

C1 ENGLISH LEVEL IS REQUIRED.

Job Details at a Glance

• Job Title: Executive Assistant
• Job ID: SEAGOL1EA
• Industry: Healthcare / Wellness Technology
• Location: LATAM preferred / South Africa
• Job Status: Full Time
• Work Schedule: Monday to Friday, 9:00 AM to 6:00 PM (Central Time)
• Target Start Date: Within 2 Weeks

About the Client

Our client is a growing wellness technology company focused on helping people live healthier, more comfortable lives through innovative products and thoughtful design. With a globally distributed team spanning the United States, the Philippines, Latin America, India, and Europe, they bring together diverse perspectives in a fast-moving, collaborative environment that values initiative, continuous improvement, and open communication.

About the Role

Working directly with the Executive Director, you will serve as a trusted operational partner bringing structure and organization to a dynamic environment. You will manage calendars, inboxes, priorities, and follow-ups while leveraging AI tools (specifically Claude) to streamline daily workflows, create SOPs, and free up executive bandwidth for strategic initiatives.

• Calendar & Inbox Management: Own the Executive Director's calendar and inbox—prioritizing, triaging, and drafting responses on the executive's behalf.
• Operations & Priority Tracking: Coordinate day-to-day operational tasks across the business, tracking priorities through to completion without requiring step-by-step direction.
• SOP & Playbook Documentation: Build, maintain, and update SOPs and playbooks for the executive assistant function and assist with internal process documentation across other roles.
• AI-Enabled Productivity & Automations: Utilize Claude and modern AI tools as a proactive thinking partner to solve problems, draft materials, build dashboards, and streamline workflows.
• Stakeholder Communication: Act as the primary point of contact for internal team members and external clients when delegated, accurately representing the executive's tone and priorities.
• Personal Admin & Vendor Coordination: Handle personal administrative support with utmost discretion, and manage vendor communications and payment-related workflows within secure protocols.

Qualifications & Skills

• Proven EA Experience: Several years of hands-on experience supporting C-suite executives, senior leaders, or founders directly.
• Proactive Foresight & Initiative: Ability to anticipate executive needs, look ahead at upcoming priorities, and propose solutions independently before being asked.
• AI Proficiency: Hands-on experience using AI tools (specifically Claude) as an everyday working thinking partner to create materials, refine processes, and build automated workflows.
• Confidentiality & Discretion: Proven track record of handling sensitive personal and corporate information with sound judgment.
• Process & Documentation Skills: Strong experience building or maintaining SOPs, playbooks, and documentation systems from scratch.
• Communication & Schedule: Excellent written and verbal English communication; full availability during US Central Time (CT) business hours.
• Core Productivity: Google Workspace (Docs, Sheets, Slides, Drive, Gmail)
• Project Management & Tasks: Asana
• Communication: Slack, Zoom
• Security & Docs: 1Password, Notion, Dropbox
• Design & AI: Canva, Vibe, Claude