Executive Assistant (Job ID: CORRIC1EA)

InsideOutVAS; United States; Remote; USD 11,000 - 22,000; Part time

Job summary

InsideOutVAS is seeking an organized Executive Assistant to own high-volume inboxes for a busy founder across two thriving businesses. The role starts part-time (20 hours/week) with potential to move to full-time as needs grow, and requires proactive problem-solving and strong English communication.

The ideal candidate will translate verbal directions into drafted emails, handle routine bill payments, vendor confirmations, and scheduling tasks, while documenting recurring processes to create a

Qualifications

• Proven experience supporting a busy founder or executives across multiple inboxes.
• Ability to resolve issues independently with proactive problem-solving.
• Comfort with following verbal directions to draft written communications.
• Excellent written and spoken English.
• Experience using AI tools to support inbox management and task execution.

Responsibilities

• Inbox Management: Monitor and triage two high-volume inboxes daily.
• Issue Resolution: Take direct action on items found in email, such as bills or confirmations.
• Verbal Direction Execution: Draft, type, and send communications from spoken instructions.
• Vendor & Account Coordination: Liaise with vendors and internal teams to resolve billing/ scheduling items.
• Process Documentation: Document recurring email-handling tasks into SOPs over time.
• Reporting & Communication: Provide concise updates on inbox status and outstanding items.

Skills

Inbox management

Executive support

Verbal instructions

Written communication

English proficiency

AI tools (Claude)

Vendor coordination

Discretion

Documentation

Tools

Claude

Email platforms

PayPal

Gusto

Calendar tools

Fathom

Job description

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

Are you a highly organized, proactive problem‑solver who excels at managing chaos and turning verbal instructions into immediate action? We are looking for an exceptional Executive Assistant to take full ownership of high‑volume inboxes for a busy founder across two thriving businesses!

Job Details at a Glance

• Job Title: Executive Assistant
• Job ID: CORRIC1EA
• Industry: Hospitality & Financial Services
• Location: South Africa or LATAM
• Job Status: Part Time (Transition to Full Time) - 20 hours per week
• Work Schedule: Monday to Friday, TBD Mountain Time
• Salary: Part Time $1000 per month | Full Time $2000 per month
• Target Start Date: ASAP

About the Client

The client operates a resort with an on‑site restaurant alongside a hard money lending company that serves real estate investors. Both operations are high‑volume and well established, supported by a small team of in‑house specialists covering treasury, bookkeeping, and property management functions. The founder's attention is consumed by work that only she can perform, leaving no time to manage incoming email across two active inboxes that together receive thousands of messages. This role exists to take ownership of that inbox volume, resolve routine items independently, and free the founder to focus on higher‑level priorities.

About the Role

You will take full ownership of the executive's email inboxes, triaging high volumes of incoming messages and resolving routine items directly rather than simply flagging them for review. You will act on verbal direction, listening to instructions and translating them into drafted and sent communications, bill payments, confirmations, and other follow‑through actions without requiring written instructions. As the role matures, you will take on a broader range of executive support duties beyond inbox management, with the opportunity to transition from part‑time to full‑time based on performance and business need. You will also contribute to building documentation of recurring processes so that your work becomes a lasting operational asset.

Key Responsibilities

• Inbox Management: Monitor and triage two high‑volume email inboxes daily, organizing and prioritizing messages so nothing critical is missed.
• Issue Resolution: Take direct action on items found in email, such as paying bills or confirming deliveries, rather than reporting them back for decision.
• Verbal Direction Execution: Receive spoken instructions and independently draft, type, and send the resulting emails and communications.
• Vendor & Account Coordination: Liaise with vendors and internal team members as needed to resolve billing, confirmation, or scheduling items surfaced in email.
• Process Documentation: Document recurring email‑handling tasks and convert them into clear standard operating procedures over time.
• Reporting & Communication: Provide concise, high‑signal updates on inbox status and outstanding items without requiring lengthy reports.
• Scope Growth: Take on additional executive assistant duties as the role expands from part‑time to full‑time.

Qualifications & Skills

• Proven experience as an Executive Assistant or in a high‑level administrative support role, ideally supporting a busy founder or executive across multiple inboxes.
• Demonstrated ability to resolve issues independently rather than simply escalating them, with a track record of proactive problem‑solving.
• Comfortable receiving verbal or spoken direction and converting it into written communication without needing instructions typed out in advance.
• Excellent written and spoken English communication skills.
• Experience using AI tools such as Claude or similar platforms to support inbox management, drafting, and task execution.
• Strong organizational skills with the ability to manage high email volume and competing priorities without close supervision.
• Discretion and sound judgment when handling financial and operational matters, including bill payment and vendor confirmations.

Tech Stack

• Claude (AI assistant)
• Email platforms (high‑volume inbox management)
• PayPal
• Gusto
• Calendar scheduling tools
• Fathom or similar call recording/transcription tool