Executive Assistant (Job ID: SEAGOL1EA)

Insideoutva; Idaho; Hybrid; USD 20,000 - 27,000; Full time

Job summary

Insideoutva is seeking an experienced Executive Assistant to partner with the Executive Director. This full-time, remote role supports calendar management, inbox triage, and cross-functional coordination across a globally distributed team.

You will leverage AI tools (Claude) to streamline workflows, develop SOPs, and improve operational efficiency while maintaining strict confidentiality and high professional standards during US Central Time business hours.

Qualifications

• Proven EA experience supporting C-suite executives.
• Ability to anticipate needs and act with initiative.
• Hands-on experience using Claude for automation and materials.
• Confidential handling of sensitive information.
• Experience building SOPs and documentation systems.
• Excellent written and verbal English; available during US Central Time.

Responsibilities

• Manage calendar and inbox, prioritize and draft responses.
• Coordinate day-to-day operations and track priorities.
• Develop and maintain SOPs and playbooks.
• Use AI tools to draft materials, build dashboards, and streamline workflows.
• Serve as primary contact for internal teams and external clients.
• Handle personal admin and vendor communications securely.

Tools

Google Workspace

Asana

Slack

Zoom

1Password

Notion

Dropbox

Canva

Claude

Job description

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

Are you an experienced, proactive Executive Assistant with strong organizational foresight, AI fluency, and independent problem-solving skills? We are seeking a full-time Executive Assistant (LATAM preferred, South Africa) to serve as a trusted operational partner to the Executive Director of an innovative, globally distributed healthcare and wellness technology company!

Job Details at a Glance

• Job Title: Executive Assistant

• Job ID: SEAGOL1EA

• Industry: Healthcare / Wellness Technology

• Location: LATAM preferred / South Africa

• Job Status: Full Time

• Work Schedule: Monday to Friday, 9:00 AM to 6:00 PM (Central Time)

• Salary: $2,000 USD / month

• Target Start Date: Within 2 Weeks

About the Client

Our client is a growing wellness technology company focused on helping people live healthier, more comfortable lives through innovative products and thoughtful design. With a globally distributed team spanning the United States, the Philippines, Latin America, India, and Europe, they bring together diverse perspectives in a fast-moving, collaborative environment that values initiative, continuous improvement, and open communication.

About the Role

Working directly with the Executive Director, you will serve as a trusted operational partner bringing structure and organization to a dynamic environment. You will manage calendars, inboxes, priorities, and follow-ups while leveraging AI tools (specifically Claude) to streamline daily workflows, create SOPs, and free up executive bandwidth for strategic initiatives.

Key Responsibilities

• Calendar & Inbox Management: Own the Executive Director's calendar and inbox—prioritizing, triaging, and drafting responses on the executive's behalf.

• Operations & Priority Tracking: Coordinate day-to-day operational tasks across the business, tracking priorities through to completion without requiring step-by-step direction.

• SOP & Playbook Documentation: Build, maintain, and update SOPs and playbooks for the executive assistant function and assist with internal process documentation across other roles.

• AI-Enabled Productivity & Automations: Utilize Claude and modern AI tools as a proactive thinking partner to solve problems, draft materials, build dashboards, and streamline workflows.

• Stakeholder Communication: Act as the primary point of contact for internal team members and external clients when delegated, accurately representing the executive's tone and priorities.

• Personal Admin & Vendor Coordination: Handle personal administrative support with utmost discretion, and manage vendor communications and payment-related workflows within secure protocols.

Qualifications & Skills

Non-Negotiable Requirements:

• Proven EA Experience: Several years of hands‑on experience supporting C‑suite executives, senior leaders, or founders directly.

• Proactive Foresight & Initiative: Ability to anticipate executive needs, look ahead at upcoming priorities, and propose solutions independently before being asked.

• AI Proficiency: Hands‑on experience using AI tools (specifically Claude) as an everyday working thinking partner to create materials, refine processes, and build automated workflows.

• Confidentiality & Discretion: Proven track record of handling sensitive personal and corporate information with sound judgment.

• Process & Documentation Skills: Strong experience building or maintaining SOPs, playbooks, and documentation systems from scratch.

• Communication & Schedule: Excellent written and verbal English communication; full availability during US Central Time (CT) business hours.

Tech Stack Used:

• Core Productivity: Google Workspace (Docs, Sheets, Slides, Drive, Gmail)

• Project Management & Tasks: Asana

• Communication: Slack, Zoom

• Security & Docs: 1Password, Notion, Dropbox

• Design & AI: Canva, Vibe, Claude