Executive Assistant (Job ID: MICGOL1EA)

InsideOutVAS; United States; Remote; USD 20,000 - 24,000; Part time

Job summary

InsideOutVAS is hiring an Executive Assistant for a remote role serving the Founder across a music studio, rental portfolio, and digital ventures. You will manage CRM, handle intake, scheduling, and lead follow-up from LATAM or South Africa, with a focus on accuracy and proactive problem solving.

The position starts part-time and gradually expands to full-time. Strong English communication and AI workflow skills are essential to support growth and operational efficiency.

Qualifications

• Outstanding, clear English verbal communication for US-based clients and tenants.
• Support founder with scheduling, priorities, and deadlines.
• Experience with GoHighLevel for lead tracking and nurture.
• Calm, even-tempered approach to conflicts and policy enforcement.
• Familiar with AI tools (ChatGPT/Claude) for process automation.
• Basic Google Drive organization for accounting coordination.

Responsibilities

• Phase 1: Core Studio Operations & CRM—oversee GoHighLevel, track prospects, nurture sequences, maintain records.
• Phone intake with localized English-speaking presence to explain offerings and pricing to prospective clients.
• Schedule coordination across instructors and groups, resolve peak bottlenecks.
• Manage customer disputes and refunds, enforce makeup policies.
• Phase 2: Digital Growth & AI Automations—support social media, evaluate ads, modernize course systems.
• Phase 3: Real Estate & Financial Admin—organize receipts/invoices for multiple properties for CPA handoff.

Skills

Clear English Proficiency

Proactive Accountability

CRM Operations: GoHighLevel

Conflict Resolution

AI Tool Proficiency

Financial Organization

Tools

GoHighLevel

Zapier

Scheduling Software

Job description

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

Are you an assertive, highly organized Executive Assistant with outstanding English phone presence, CRM expertise, and AI fluency? We are seeking a proactive operational partner based in LATAM or South Africa to support the Founder across a music teaching studio, real estate rental portfolio, and digital media ventures!

C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift.

Job Details at a Glance

• Job Title: Executive Assistant

• Job ID: MICGOL1EA

• Industry: Music Education & Short/Long-Term Rental Property Management

• Location: LATAM or South Africa

• Job Status: Phased Rollout (Part-Time transitioning to Full-Time)

• Work Schedule: Monday to Friday, 9:00 AM to 6:00 PM (Central Time) (Occasional weekend support as needed)

• Salary: $2,000 per month and below

• Target Start Date: ASAP

About the Client

Our client operates a local music teaching studio providing guitar, piano, drums, and voice instruction via contracted instructors. In addition to the studio, the founder is a working musician, manages a real estate portfolio of 3 short-term and 17 long-term rental properties, and has previously operated an online guitar course business. As lead generation and property operations expand, the founder requires a dedicated Executive Assistant to manage customer intake, scheduling, lead follow-up, and real estate administration.

About the Role

This Executive Assistant role features a phased rollout designed to buy back the founder's mental bandwidth. You will act as an authoritative, proactive thinking partner—someone who keeps the founder accountable, resolves scheduling bottlenecks, and brings structured solutions to problems.

Key Responsibilities

• Phase 1: Core Studio Operations & CRM (Immediate Focus)
  • CRM & Lead Management: Oversee GoHighLevel CRM, track incoming prospects, execute automated lead nurture sequences, and maintain accurate records.
  • Phone Intake: Handle inbound/outbound calls with a clear, localized English-speaking phone presence to explain lesson offerings, pricing, instructor matches, and details to prospective parents and students.
  • Instructor & Student Scheduling: Manage complex schedule coordination across multiple instructors and student groups, resolving peak scheduling bottlenecks (4:00 PM - 7:00 PM peak youth/adult slots and morning retiree slots).
  • Conflict Resolution: Serve as a calm, composed representative handling customer disputes, refund requests, and enforcing studio makeup lesson policies.
• Phase 2: Digital Growth, Marketing & AI Automations (Secondary Focus)
  • Social Media & Course Relaunch: Support social media accounts, evaluate ad performance, and assist in modernizing online course systems (e.g., Guitar Clarity System).
  • AI Workflows: Utilize ChatGPT and Claude as daily thinking partners to build process automations, troubleshoot bottlenecks, and analyze ad metrics.
• Phase 3: Real Estate & Financial Administration (Future Focus)
  • Real Estate Accounting Support: Organize receipts, invoices, and expenses for 3 short-term and 17 long-term rental properties in Google Drive for direct CPA hand-off.
  • Property Administration: Assist with administrative tasks, guest messaging, or vendor coordination during turnover periods across rental units.

Qualifications & Skills

• Clear English Proficiency: Outstanding, clear English verbal communication with minimal accent for seamless phone conversations with US-based studio clients and tenants.
• Proactive Accountability: Prior experience supporting a founder or business owner with an assertive approach to keeping schedules, priorities, and deadlines on track.
• CRM Operations (GoHighLevel): Direct experience with or fast adaptability to GoHighLevel for lead tracking and nurture execution.
• Conflict Resolution & Resiliency: Calm, even-tempered demeanor when managing disputes, policy enforcement, and scheduling conflicts.
• AI Tool Proficiency: Comfortable using ChatGPT and Claude as daily thinking partners for process building and workflow automations.
• Financial Organization: Basic proficiency in file organization and receipt/expense categorization in Google Drive for accounting coordination.

Tech Stack Used

• GoHighLevel CRM, ChatGPT / Claude, Phone/Calling Systems, Scheduling Software, Zapier, AI Automation Tools.