Executive Assistant & Project Coordinator

Job Posting: Executive Assistant & Project Coordinator

Title: Executive Assistant & Project Coordinator (Make Miracles Happen)
Salary: Up to $1,000 USD/month
Hours: 40 hrs/week (4 hours real-time overlap required)
Location: Fully Remote (Asia-based time zone overlap preferred)

Who We’re Looking For:

I need someone obsessed with making life smoother. You’re the type who sees chaos and immediately starts organizing it. You thrive on solving problems before I even know they exist.

If you get excited about making the impossible happen overnight, finding solutions where others see roadblocks, and creating order from chaos, keep reading.

About the Role:

We’re looking for a proactive, detail-oriented Executive Assistant to support a dynamic entrepreneur managing multiple ventures, including PaymentVerse.com (payments/financial services) and LandAhoyCo.com (marketing, real estate, and more). In this role, you’ll handle both business and personal tasks, ensuring projects progress smoothly. You’ll use your best judgment to decide whether to handle tasks independently, research solutions, or bring in specialized freelancers. If you thrive on organization, enjoy presenting multiple solutions to a problem, and love optimizing processes, this role could be the perfect fit.

Key Responsibilities:

1. Calendar & Schedule Management
- Proactively manage the CEO’s calendar and daily priorities, scheduling meetings and preventing conflicts.
- Anticipate upcoming deadlines and ensure nothing slips through the cracks.
2. Strategic Task Management
- Hold the CEO accountable for tasks and commitments, keeping momentum on key projects.
- Act as the “boss” of the CEO’s future self by maintaining a clear overview of priorities.
3. Administrative & Communication Support
- Draft and respond to emails on behalf of the entrepreneur, maintaining a professional tone.
- Manage multiple inboxes (personal, business) to reduce the CEO’s screen time.
- Prepare reports, presentations, and data as required (using tools like Google Workspace).
4. Project & Process Coordination
- Oversee administrative workflows and look for ways to streamline them (e.g., using automation tools).
- Organize and maintain files, adopting methods like PARA (Projects/Areas/Resources/Archives) or similar.
- Hire and manage contractors for specialized tasks (e.g., Upwork/Fiverr).
5. Personal Assistant Duties
- Research travel arrangements, accommodations, and local services.
- Handle personal errands such as paying bills and booking flights, letting the CEO focus on strategic work.
6. Operational Coordination & Problem-Solving
- Identify challenges (e.g., new marketing tech setup, domain tweaks) and propose multiple possible solutions.
- Recommend the best approach based on cost, quality, and efficiency, consulting freelancers if needed.
7. Marketing & CRM Oversight
- Assist with cold email, SMS outreach, and basic CRM tasks (e.g., GoHighLevel).
- Monitor email/domain health (deliverability) and coordinate with experts for any advanced fixes.
8. Continuous Improvement
- Suggest new tools or methods to optimize daily routines.
- Use AI tools (e.g., ChatGPT) to accelerate content creation, research, or administrative tasks.
- Provide weekly updates on open tasks, critical deadlines, and new ideas.

Skills & Requirements

Soft Skills
- Clear Communicator: Exceptional spoken and written English (C1 or C2 Fluent/Advanced).
- Highly Organized & Detail-Oriented: You catch inconsistencies and prevent tasks from slipping. DISC Profile: High D + High C (Decisive & Detail-Oriented)
- Independent Decision-Maker: Comfortable proposing options, then taking decisive action.
- Resourceful & Proactive: Swiftly learns new tools, consults experts, or leverages AI to tackle unfamiliar challenges.
- Ownership Mindset: You’re accountable for projects’ success, not just a task-doer.
- Confidentiality: Handles sensitive info with discretion and integrity.

Hard Skills
- Productivity Software: Proficiency in Google Workspace (Docs, Sheets, Slides) and basic MS Office skills.
- Project/Task Management: Familiar with tools like ClickUp, Notion, or similar.
- CRM: Basic knowledge of GoHighLevel (or willingness to learn).
- Communication Platforms: Gmail, Zoom/Google Meet, WhatsApp.
- AI Tools: Experience or willingness to learn ChatGPT for drafting emails, idea generation, etc.
- Freelancer Hiring: Comfortable using Upwork, Fiverr, or similar to source specialized help.
- Automation Basics: Awareness of tools (e.g., Zapier) to streamline processes, though advanced builds can be outsourced.

Work Arrangement & Compensation
- Location: Fully remote (Asia-based time zone overlap preferred).
- Hours: 40 hours/week, with 4 hours overlap daily for real-time coordination.
- Compensation: Up to $1,000 USD/month, depending on experience and skill level.
- Growth & Development: Potential for bonuses/raises based on performance; ample opportunity to learn new tools and workflows.

How to Apply (Follow These Four Steps or Be Ignored!)

1. Use the subject line:
“I turn chaos into clarity”

2. Write a short cover letter (max 3 sentences) answering:
a) Describe a time you turned an impossible situation into a win. How did you do it?
b) Briefly highlight a situation where you had to present multiple solutions to a complex issue (work, personal, or volunteer) and how you selected the final approach.

3. Attach relevant examples showcasing your skills:
SOPs, project plans, summary reports, or anything that proves you can bring order to chaos.

4. Availability & Desired Rate:
Indicate your earliest start date and monthly salary expectations.

Why You Should Apply:
This isn’t just an EA role—it’s a chance to become the right hand of an entrepreneur who moves fast and expects miracles daily. If you love high-energy environments, problem-solving at warp speed, and making things happen when others say it’s impossible, this is for you.

We’re looking for a relentless executor who can think ahead, handle the unexpected, and make magic happen behind the scenes. If that sounds like you—apply now.