Executive Assistant (Job ID: MAGMEL4)

Insideoutva; United States; A distancia; USD 65.000 - 90.000; Jornada completa

Descripción de la vacante

Insideoutva is seeking an organized Executive Assistant to support a busy Owner/Creative overseeing a fast-moving mix of fine art, commercial design, and nonprofit initiatives. You will handle inbox triage, relationship stewardship, light scheduling, and essential business development support to drive growth and brand strategy.

The role requires proactive ownership, strong English communication, and the ability to manage high-priority relationships with leadership, partners, and clients in a

Formación

• Minimum 5+ years in executive support, account management, or business operations.
• Proven ability to open, navigate, and close conversations effectively in business development.
• Extremely proactive, ownership-driven and able to anticipate needs.
• Solid understanding of US politics and current events with an interest in arts, design, and civic/nonprofit initiatives.
• Excellent written and verbal English communication skills, able to represent a high-profile creative founder professionally.

Responsabilidades

• Business Development & Relationship Stewardship: maintain deep understanding of owners ecosystem of collectors, clients, donors, vendors, and collaborators.
• Inbox & Communication Ownership: triage inbox, draft responses, optimize templates, manage CRM in monday.com.
• Daily Alignment & Meeting Preparation: lead brief daily check-ins, prep materials for calls/meetings, and track next steps.
• Scheduling & Administrative Logistics: maintain calendar visibility and provide light, professional admin as needed.

Conocimientos

Executive support

Account management

Business development

Proactive mindset

Relationship building

English communication

Herramientas

monday.com

Canva

Adobe Creative Suite

Google Workspace

Microsoft Office

Slack

Email

Descripción del empleo

JOB TITLE: Executive Assistant

JOB ID: MAGMEL4

INDUSTRY: Marketing and Social Media / Fine Arts & Creative Services

LOCATION: LATAM / South Africa / PH

JOB STATUS: Full Time

WORK SCHEDULE: Monday to Friday, 8am to 5pm Eastern Time
Flexibility required

SALARY: South Africa & LATAM: $12 to $18 ($2000 to $3000 per month)

SALARY: Philippines: $10 to $14 ($1600 to $2300 per month)

TARGET START DATE: ASAP

About the Client

The client is a creative personal brand going through a transition phase focused on storytelling, activism, and design driven content. The business combines art, creative direction, and social impact, with a strong emphasis on authentic messaging rather than purely promotional content. They are looking for someone who can help translate evolving ideas into clear marketing strategies while maintaining a flexible and collaborative approach. This role requires working closely with leadership, adapting to spontaneous content opportunities, and helping redefine the brand voice while supporting healthy business growth.

About the Role

We are seeking a highly organized, proactive Executive Assistant to support a busy Owner/Creative leading a fast-moving mix of fine art, commercial design, and nonprofit/civic projects. This role is equal parts inbox triage, relationship stewardship, light scheduling/logistics, and—most importantly—business development support.

You will act as a primary point of contact for the owner, keeping communications flowing, protecting her time, nurturing critical relationships, and ensuring strategic follow-ups never slip through the cracks. The ideal candidate is an independent thinker and a true "go-getter"—not a checklist follower, but a high-level partner who anticipates needs and drives conversations to completion.

1. Business Development & Relationship Stewardship (Primary Focus)

• Relationship Lifecycle Management: Maintain a deep understanding of the owners entire ecosystem of collectors, commercial clients, donors, patrons, vendors, and collaborators.
• Onboarding & Touchpoints: Ensure new contacts receive a high-touch initial experience (sending intro decks, thank-you notes, tagging and system entry, and setting up structured follow-up cadences).
• Network & Prospecting: Identify new business opportunities within existing networks, research prospective partners, and re-engage cold contacts using automated workflows in monday.com.
• Collateral & Pitch Support: Assist with updating graphics, presentations, pitch decks, and promotional materials in Canva/Adobe. Coordinate, format, draft, and submit proposals.
• Long-Term Growth: Proactively help the owner build, maintain, and deepen long-lasting business and creative partnerships.

2. Inbox & Communication Ownership

• Daily Inbox Triage: Take total ownership of the owner's inbox—organize messages, draft and send timely responses, flag high-priority items, and eliminate bottlenecks.
• Template Optimization: Maintain and refine standard communication templates for recurring inquiries.
• CRM Management: Own relationship data entry, history tracking, and follow-up reminders inside monday.com.

3. Daily Alignment & Meeting Preparation

• Proactive Alignment: Lead brief daily check-ins with the owner to confirm priorities, review deadlines, and align on required relationship touchpoints.
• Meeting Prep & Debriefs: Conduct background research and assemble materials (client presentations, background briefs) so the owner is fully prepared for every phone call and meeting.
• Action Item Tracking: Download all action items from calls and meetings into monday.com immediately, taking full ownership of next steps without needing to be asked.

4. Scheduling & Administrative Logistics (Lighter Focus)

• Calendar Awareness: Maintain full visibility over the owners calendar to ensure meeting prep is completed well in advance (working in coordination with existing admin support for core calendar management).
• Light Personal Admin: Provide minimal, professional-adjacent administrative assistance on an as-needed basis.

Qualifications & Skills

• Experience: Minimum of 5+ years of professional experience in an executive support, account management, or business operations role.
• Business Development Acumen: Background in sales, client relations, or biz dev with a proven ability to open, navigate, and close arrangements or conversations effectively.
• Mindset & Drive: A highly proactive, forward-thinking problem solver. You don't wait for instructions or need to be chased for updates; you take ownership of open loops from start to finish.
• Knowledge & Interests:
  • Solid understanding of US politics and current events.
  • Genuine interest in the arts, design, and civic/nonprofit initiatives.
• Communication Skills: Exceptional written and verbal English communication skills, capable of representing a high-profile creative founder authentically and professionally.

Technical Toolset

You should be proficient or highly comfortable with the following tools:

• CRM & Project Management: monday.com (including automations, contact tracking, and workflow setups)
• Communication: Slack, Email
• Design & Presentation: Canva, Adobe Creative Suite (basic familiarity for pitch deck updates)
• Productivity Suites: Google Workspace (Docs, Sheets, Drive, Gmail) and Microsoft Office (PowerPoint, Word, Excel)
• AI & Automation Tools: ChatGPT and similar AI tools to optimize workflows and drafting