Executive Assistant (Job ID: CIRREG1EA)

Insideoutva; Northern (KY); Hybrid; USD 22,000 - 28,000; Full time

Job summary

Insideoutva is seeking an Executive Assistant for a fully remote role to partner directly with the Founder. You will manage calendar and inbox, process operational backlogs, and draft SOPs using Claude AI to streamline workflows.

The ideal candidate has experience supporting senior executives, excellent English communication, and the ability to independently handle high volumes of documentation in a Pacific Time-aligned schedule.

Qualifications

• Proven, established experience working US Pacific business hours on a consistent, ongoing basis.
• Strong written and verbal English communication skills for executive-level correspondence.
• Demonstrated experience with AI tools such as Claude or similar platforms for drafting documents and refining processes.
• Prior experience supporting a senior executive or business owner in an administrative or EA capacity.
• Strong organizational skills with the ability to manage a high volume of documentation and correspondence.
• Discretion and professionalism handling sensitive information.
• Comfort working independently with minimal day-to-day supervision.

Responsibilities

• Own the executive's calendar and inbox, triaging incoming correspondence and ensuring timely follow-up on priority items.
• Organize and process backlog of paperwork, routing items to the correct destination or taking direct action as needed.
• Assist in drafting, refining, and maintaining standard operating procedures using AI-based tools.
• Provide administrative and coordination support to resolve day-to-day issues raised by regional managers.
• Maintain visibility on outstanding tasks and priorities, proactively surfacing items requiring the executive's attention.
• Support the creation of internal documentation to preserve institutional knowledge and continuity.

Skills

US Pacific hours

English communication

Claude AI

Executive support

Organizational skills

Discretion

Independent work

Tools

Claude AI

Email/Inbox management

Video conferencing

Calendar software

Document management tools

Job description

Exciting Remote Opportunity! We're Hiring an Executive Assistant!

Are you a highly organized, AI-fluent professional looking to partner directly with a Founder? We are seeking an exceptional Executive Assistant to take ownership of executive priorities, process workflows, and operational support for a thriving property management firm!

Job Details at a Glance

• Job Title: Executive Assistant

• Job ID: CIRREG1EA

• Industry: Mobile Home Property Management

• Location: Philippines, LATAM, or South Africa

• Job Status: Full Time

• Work Schedule: Monday to Friday, 8:30 AM to 5:30 PM Pacific Time

• Salary: $2000 to $2500 per month

• Target Start Date: ASAP

About the Client

The company is a property management firm specializing in mobile home communities, operating with a corporate staff of 26 and additional ownership and syndication interests in the sector. It maintains an established offshore support function, with a small accounting team based in the Philippines handling invoice coding and related back‑office tasks under the direction of its controller.

About the Role

You will serve as the right hand to the Founder, owning time management, inbox triage, and logistical coordination to free up capacity for higher‑level priorities. Core responsibilities include processing a significant paperwork backlog, organizing incoming documentation, and providing administrative support to help resolve day‑to‑day operational issues raised by regional managers.

Key Responsibilities

Calendar & Inbox Management

• Own the executive's calendar and inbox, triaging incoming correspondence and ensuring timely follow-up on priority items.

Document Backlog Processing

• Organize and process a significant backlog of paperwork, routing items to the correct destination or taking direct action as needed.

SOP Documentation

• Assist in drafting, refining, and maintaining standard operating procedures using AI‑based tools such as Claude.

Operational Support

• Provide administrative and coordination support to help resolve day‑to‑day issues raised by regional managers.

Task & Priority Tracking

• Maintain visibility on outstanding tasks and priorities, proactively surfacing items that require the executive's attention.

Process Documentation

• Support the creation of internal documentation to preserve institutional knowledge and improve operational continuity.

Qualifications & Skills

Core Requirements

• Proven, established experience working US Pacific business hours on a consistent, ongoing basis, not merely a willingness to adjust.

• Strong written and verbal English communication skills suitable for direct executive‑level correspondence.

• Demonstrated experience with AI tools such as Claude or similar platforms for drafting documents, refining processes, and supporting administrative work.

• Prior experience supporting a senior executive or business owner in an administrative or executive assistant capacity.

• Strong organizational skills with the ability to manage a high volume of documentation and correspondence.

• Discretion and professionalism in handling business‑sensitive information.

• Comfort working independently with minimal day‑to‑day supervision while maintaining clear, proactive communication.

Tech Stack

Candidates should be comfortable using the following tools:

• AI Tools: Claude AI

• Communication: Email (inbox management), Video conferencing tools

• Organization: Calendar software, Document scanning/management tools