Executive Assistant (Job ID: JERGOL1EA)

Inside Out Hiring; United States; Remote; USD 22,000 - 33,000; Full time

Job summary

Inside Out Hiring is seeking a high-caliber Executive Assistant to serve as the right hand to the Founder & CEO. This strategic operational role requires proactive structure, and momentum in a high-volume executive workflow.

You will manage back-to-back schedules, drive outreach, and leverage AI tools to amplify executive efficiency. The role demands English fluency, sharp communication, and a mindset that prioritizes CEO time.

Qualifications

• Must have dedicated EA experience supporting C-suite executives in fast-paced environments.
• Exceptional written and verbal English with strong phone presence.
• Advanced capability using Claude (or similar LLMs), Asana for project management, and the Microsoft 365 ecosystem.
• Proactive mindset with ability to triage, push back appropriately, and help prioritize tasks.
• Based in Latin America or South Africa and able to work aligned hours with US Eastern Time.

Responsibilities

• Inbox & Calendar Management for the CEO across multiple time zones.
• Maintain executive task list in Asana and ensure active progress.
• Lead outreach and follow-up using templates for trade show contacts and leads.
• Use AI tools to analyze metrics, build executive dashboards, and optimize workflows.
• Document SOPs and scalable processes across the CEO’s office.
• Light personal branding and LinkedIn management for the CEO.
• Occasional outbound calls on behalf of the CEO.

Skills

EA Experience

English Communication

AI Tools

Asana Proficiency

Microsoft 365

Timezone Alignment

Tools

Claude AI

Asana

Microsoft 365

Job description

IMPORTANT - Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

• C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
• PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

• JOB TITLE: EXECUTIVE ASSISTANT
• JOB ID: JERGOL1EA
• INDUSTRY: Distribution
• LOCATION: LATAM / South Africa / PH
• JOB STATUS: Full Time
• WORK SCHEDULE: Monday to Friday, 9am to 6pm (Eastern Time)
• SALARY: $2000 to $3000 per month
• TARGET START DATE: ASAP

ROLE OVERVIEW

About the Client:

Our client is a fast-growing, venture-backed (Techstars) software marketplace that optimizes supply chains by aggregating and redistributing surplus medications between pharmacies. Founded by a dynamic, high-energy entrepreneur based in Tampa, FL, the company has rapidly scaled to ~60 employees. With recent funding and an expanding global footprint, the executive team operates at a fast pace in a modern, tech-forward environment.

About the Role:

We are seeking a high-caliber, career Executive Assistant to serve as the right hand to the Founder & CEO. This is a strategic operational role for a seasoned professional who can bring order, proactive structure, and momentum to a high-volume executive workflow.

Your days will involve managing back-to-back schedules, prioritizing complex workloads, driving outreach, and leveraging cutting-edge AI tools to amplify executive efficiency. The ideal candidate functions as a true thought partner—someone who anticipates needs, protects the CEO’s time, and keeps critical initiatives moving forward.

Key Responsibilities

• Inbox & Calendar Management: Drive comprehensive inbox triage, draft emails on the CEO's behalf, and manage a tightly packed, back-to-back calendar across time zones.
• Proactive Priority Tracking: Own and maintain the executive task list in Asana, ensuring tasks are actively progressed rather than accumulating.
• Lead Outreach & Follow-up: Execute post-event and lead outreach using pre-built templates (e.g., following up with trade show contacts and business leads).
• AI-Assisted Operations & Dashboards: Utilize AI tools (specifically Claude and Microsoft 365 Copilot) to analyze metrics, build executive dashboards, and optimize administrative workflows.
• Process & SOP Creation: Document operational workflows and establish clean, scalable Standard Operating Procedures (SOPs) across the CEO’s office.
• Social Media & Executive Branding: Light management of the CEO’s personal brand presence on LinkedIn and other professional platforms, including post scheduling and DM triage (manual engagement only).
• Phone Communication: Conduct occasional outward-bound calls on behalf of the CEO as a professional extension of the executive office.

Qualifications & Skills

Must-Haves (Non-Negotiables)

• Proven EA Experience: Must be a dedicated, career Executive Assistant with demonstrated experience supporting C-suite executives in fast-paced environments.
• Flawless Communication: Exceptional written and verbal English skills with strong, clear phone presence for executive representation.
• AI & Software Proficiency: Advanced capability using Claude (or similar LLMs), Asana for project management, and the Microsoft 365 ecosystem.
• Proactive Executive Mindset: Ability to triage, push back appropriately, and actively help the CEO prioritize, rather than passively accepting task delegation.
• Location: Must be based in Latin America or South Africa and able to work aligned hours with US Eastern Time (ET).

Nice-to-Haves / Preferences

• Experience working within startup or venture-funded scale-up environments.
• Strong background in building visual dashboards, metrics tracking, and SOP documentation.
• Familiarity with light personal branding and LinkedIn professional management.