Part-time Executive Assistant | Remote | PH Based | Working Pacific time |
About the position Language Alchemy is experiencing significant growth with a book launch on the horizon, a growing client roster, and a mission-driven brand. The founder, Alejandra, is seeking a proactive and sharp Executive Assistant to manage the operational aspects of the business. This role requires someone who can own the operational side, acting as the external clock, systems architect, and the engine that keeps everything running smoothly and on time. The position is designed for growth, with increased ownership and autonomy as trust is built.
Responsibilities
- Manage Alejandra's calendar completely, including scheduling, protecting, and optimizing her time.
- Set up and confirm all client sessions and establish a consistent weekly alignment meeting rhythm.
- Create Zoom links for workshops, private groups, and speaking engagements.
- Send confirmation emails and reminder sequences to event attendees.
- Coordinate with external organizers to obtain attendee lists.
- Maintain Kajabi (Language Alchemy's CRM) by adding leads from networking events, workshops, and referrals.
- Maintain accurate contact records in the CRM.
- Draft proposals and agreements for new clients for Alejandra's review and sending.
- Manage the inbox by drafting replies for Alejandra's approval.
- Copy session notes into client Google Drive folders for Alejandra to finalize.
- Support the book launch by researching bookstores for author events and signings.
- Build a database of contacts and submission requirements for bookstores.
- Explore bulk order and corporate gifting options for the book launch.
- Track book launch milestones to keep Alejandra on deadline.
- Research podcasts aligned with Language Alchemy's audience.
- Build and maintain a tracker of contacts, reach, and pitch status for podcasts.
- Identify local and national speaking stages and conferences.
- Send pitches to podcasts and speaking engagements after Alejandra's approval.
- Send proactive reminders and flag upcoming deadlines across all active projects.
- Reach out to former clients for check-ins and re-engagement.
- Coordinate thank-you messages and branded gifts for referral partners.
- Research and send curated podcast episode recommendations to active clients.
- Submit an End of Week (EOW) report every Friday.
- Present a full report at 30 days covering wins, completed tasks, blockers, and suggestions.
- Submit a metrics-driven report at 60 days with goals for the next quarter.
- Propose and lead the review meeting agenda at 90 days.
- Move into fully autonomous management of all 30- and 60-day tasks (after 60 days).
- Proactively propose process improvements.
- Build SOPs for all recurring tasks.
- Own the ongoing speaker and podcast pitch pipeline.
- Begin scoping retreat venues and logistics for 2027.
Requirements
- 3–5 years of experience in an executive assistant or operations role.
- Ability to understand the difference between completing tasks and building systems.
- Proactive: brings ideas and solutions without waiting to be asked.
- Open communicator: gives honest feedback and flags issues early.
- Systems thinker: builds SOPs, not just to-do lists.
- Tech-savvy: adapts quickly to new tools and platforms.
- Knowledgeable and inclusive: aware of and respectful toward LGBTQ+ communities and race and people of color dynamics in the US.
- Mission-aligned: genuinely excited about Language Alchemy's work.
- Strong in project management: can hold multiple timelines at once without dropping the ball.
- Experienced with public figures: having worked with a TEDx speaker or similar is a strong plus.
Nice-to-haves
- Experience with Kajabi (Language Alchemy's CRM).
Benefits
- Growth opportunities: role designed to expand with increasing ownership and autonomy.
- Flexible scheduling.
- Remote work.