Executive Assistant

About this role

Executive Assistant / Life Manager
Location: Remote
Type: Full-time, 1099 contractor
Compensation: $50,000–$60,000/year, based on experience
Hours: 9–5 EST, with availability outside of them for urgent things
Reports to: The founder

About the role
We are a marketing agency run by a founder who moves fast and has a lot going on. He is looking for his first Executive Assistant / Life Manager — someone who takes both the business admin and the personal logistics off his plate entirely.
There is no system in place today. You are not inheriting someone else's process; you're building one and then running it so well that he stops thinking about logistics altogether. He does not want to micromanage — he wants to hand something over and see it done.
What you'll own

• Travel: booking flights, hotels and full itineraries.

• Calendar & scheduling: managing his calendar end to end and keeping him ahead of what's coming.

• Inbox & communication: triaging email, surfacing what matters, handling the rest.

• Meeting prep: agendas, briefing notes and follow-ups so nothing gets lost between calls.

• Project tracking: he runs many projects at once — you keep the list, the deadlines and the follow-ups straight.

• Expenses & finance admin: expense reports, reimbursements, and regular communication with his accountant.

• Personal & household: appointments, medical scheduling, personal orders and shopping, groceries, and coordinating cleaners, maintenance and vendors.

• Ad hoc support for a small team of three when it's reasonable.
Requirements

Who you are

• 3+ years as an executive assistant, personal assistant or in a comparable service-driven role. Exceptional candidates with less experience and clear evidence of ownership will be considered.

• US-based. Miami preferred, with the ability to be on site around two days a week.

• Deeply organised and detail-obsessed — you track everything and nothing falls through the cracks.

• Resourceful above all. Given a goal, you figure out the how. You try first and ask second; you don't need to be walked through every task.

• Proactive — you handle things before you're asked.

• Independent. You'll get autonomy and be judged on results, not hours logged.

• Calm and easy to work with; plans change often.

• Discreet and trustworthy — you'll have access to personal and financial information.

• Comfortable with technology and quick to learn new tools; the business runs on Airtable and GoHighLevel.

• Excellent written and spoken English.

Nice to have

• Project management or operations experience.

• Experience in or around a marketing/creative agency.

• Experience supporting a founder directly

Benefits
What's on offer

• Direct, close working relationship with a founder who gives real autonomy and real trust.

• A role you get to design — you're building the system, not maintaining someone else's.

• Genuine variety: business admin one hour, personal logistics the next.

• Flexible, low-bureaucracy environment — time off is handled by conversation, not policy.