Responsibilities
- Triage emails twice daily (morning and afternoon)
- Draft, edit, and manage emails in the founder’s voice and tone
- Ensure all communication follows clear, repeatable formats and high standards
- Coordinate client communication while maintaining professionalism and accuracy
- Organize emails into four folders: "Action Needed," "Read Later," "If Interested," and "Follow Up"
- Proofread and edit all outgoing communications to improve clarity and accuracy.
- Act as a gatekeeper for Executive's calendar
- Manage complex scheduling across client and internal meetings
- Coordinate logistics, including confidential meeting arrangements
- Prioritize high-value meetings and optimize calendar flow
- Implement and protect Executive's ideal weekly calendar template with blocked time for deep work
- Ensure Executive's schedule adheres to his template approximately 70-80% of the time
- Account for Execuitive's in-person office time (2-3 days per week in Seattle)
- Maintain a clean, accurate, and fully up-to-date CRM system
- Ensure all records include: Complete contact details, Proper formatting and structure, Correct hyperlinks and notes
- Continuously improve CRM organization for usability and efficiency
- Consolidate insurance information
- Organize personal documents and digital records
- Create consent forms for medical appointments
- Lead weekly check-ins to review progress and refine processes
- Track task completion and ensure clear communication loops
- Proactively identify inefficiencies and propose improvements
- Manage outstanding personal administrative task
- Consolidate and back up important digital personal files securely
- Maintain organized digital folders for personal records
- Consolidate and back up important digital personal files securely
- Organize personal documents (insurance cards, wills, power of attorney, etc.)
- Maintain organized digital folders for personal records
- Document and build standard operating procedures (SOPs) from day one
- Turn recurring tasks into scalable, repeatable processes
- Continuously refine workflows based on feedback and performance
- Communicate daily via Slack with structured updates.
- Use BuilderTrend (construction software with CRM and sales pipeline features)
- Help expand Notion usage for SOPs, documentation, and a lightweight CRM.
- Use programs: Monograph, smartsheet, Buildertrend, Gemini (recently used for note-taking), Fathom (previously used for note-taking), Fireflies (meeting recording and transcription)
Requirements
- 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.
- Exceptional written communication skills — must be a stronger writer than the executive.
- Proven ability to follow and replicate structured formats
- Strong organizational and execution skills
- Comfortable acting as a “memory system” for a fast-moving CEO.
- Strong organizational instincts and follow-through.
- Strong understanding of U.S. business culture and communication style
- Ability to work with systems and SOPs (Standard Operating Procedures)
- Capability to anticipate needs and provide context-based assistance
- Able to handle confidential and sensitive information responsibly.
- Tech-comfortable and adaptable to evolving systems and tools.
- Thrives in high-accountability, high-clarity environments.
- Reliable high-speed internet and a modern home office setup.
Work Arrangement
Remote (Worldwide) — Mexico
Additional Information
- Full-time job type
- Remote work within Mexico
- Must have reliable high-speed internet and a modern home office setup
- Daily communication via Slack required
