Executive Assistant (Project Management experience)

About Offshore Launch

Offshore Launch is a staffing agency that specializes in helping small business owners scale their operations with the top 1% of global remote talent. We are a people-centered agency with a passion for leaving every person and business in a better position than we found them.

Why Join Offshore Launch?

- Impact the growth and success of small and medium-sized businesses.
- Work in a people-first, remote environment that values growth and ongoing development.
- Access comprehensive benefits that include HMO, PTO, professional development, and an overall emphasis on teamwork and collaboration.
- Contribute to a culture that values partnership, service, and excellence.

Your Role

As an employee of Offshore Launch, you are being hired for a unique role within a target Client’s company. We value long-term partnerships, and seek to recruit talent that will serve an individual Client’s business for multiple years.

You will work full-time with the Client company. However, the Agency provides ongoing support to ensure your continued success. As such, we create space for ongoing check-ins, feedback and development through:

- Membership in the Offshore Launch Slack workspace
- Bi-weekly All Team meetings
- Monthly reviews

Your job is to help the Client succeed.

Our job is to help you succeed.

About the Client

We leverage nearly a decade of experience in leading PR and marketing campaigns for top brands. Our focus is on creating strong operational systems to ensure smooth, successful outcomes for our clients.

We are looking for an Executive Assistant with experience using tools like ConvertKit, Kajabi, Teamwork, Gsuite, and Canva. The ideal candidate has strong project management skills, can manage multiple tasks, communicates effectively, and works independently.

Responsibilities:

Founder Support:

- Manage the Founder’s calendar, including scheduling appointments and travel with appropriate buffers.
- Take ownership of repetitive administrative tasks, ensuring they are completed effectively to free up the Founder’s time.

Client Management:

- Act as the primary point of contact for client communications, delivering timely updates and addressing inquiries.
- Provide high-touch service for high-ticket clients, ensuring their needs are met and expectations exceeded.
- Assist with client onboarding by setting up folders, forms, and project workflows.
- Manage client relationships, building strong rapport and ensuring smooth communication.

Project Management:

- Use project management tools (e.g., Teamwork) to track tasks, deadlines, and deliverables.
- Monitor deadlines across projects and follow up as needed to ensure timely completion.
- Identify potential bottlenecks or delays and proactively communicate issues to avoid disruptions.

Marketing and Content Support:

- Support marketing efforts by scheduling social media posts and updating graphics as needed.
- Update and improve templates and processes with critical thinking, tailoring them to meet project-specific needs.

Sales Support and Research:

- Conduct research on prospective clients to support the sales team in identifying new opportunities.

Client Deck Creation:

- Design and build polished, cohesive client presentations using Canva and Google Slides, following brand guidelines and client specifications.

Requirements:

- 7+ years of experience as an Executive Assistant, preferably in a consulting firm or agency setting.
- Proven track record in managing high-ticket clients and providing high-touch, personalized service.
- Experience with client onboarding and communication, ensuring smooth transitions and clear expectations.
- Familiarity with tools such as ConvertKit, Kajabi, Teamwork, Gsuite, Canva, and Buffer preferred but not required.
- Strong project management skills, capable of managing multiple tasks and meeting tight deadlines.
- Strong proficiency in Canva and Google Slides for design, formatting, and creating professional presentations.
- Proactive mindset, anticipating challenges and addressing needs before they arise.
- Excellent communication skills, with the ability to provide clear, concise updates and manage client expectations.
- High emotional intelligence for maintaining positive and effective client relationships.
- Ability to work independently, take initiative, and thrive in a dynamic work environment.
- Marketing experience is a plus, but not required.
- Regularly communicate project status and progress, particularly as deadlines approach.

Compensation & Benefits (to be provided by Offshore Launch):

- $1200-$1700 depending on experience
- 13th month pay
- Performance-based bonuses
- Comprehensive HMO policy, including dependents.
- Annual continuing education budget to support professional development

Note:

The Client is not involved in compensation or benefits. As an employee of Offshore Launch, all compensation and benefits are to be provided by the agency.

Please note that we anticipate a response from candidates within 24 hours of our outreach. If we do not receive a reply within this timeframe, we will assume that you are no longer interested in pursuing this opportunity.