Executive Assistant - Contract to Hire

Job Title:

Shared Personal Assistant (Remote, Long-Term, Multi-Client Support)

Job Overview:

We are looking for a highly organized, proactive, and tech-savvy Shared Personal Assistant to support multiple business owners and projects. This is a long-term opportunity for someone who thrives in a fast-paced, dynamic environment and can manage a variety of administrative, operational, and communication tasks across different domains.

You will act as a central support resource, helping streamline workflows, manage communications, and ensure nothing falls through the cracks.

Key Responsibilities:

• Inbox and calendar management across multiple accounts

• Task tracking and follow-ups (ClickUp, Notion, or similar tools)

• Coordinating meetings, calls, and scheduling across time zones

• Managing and organizing documents, spreadsheets, and files

• Light CRM management (HubSpot or similar platforms)

• Assisting with research, data entry, and list building

• Drafting and responding to emails and messages

• Supporting project coordination across multiple initiatives

• Handling ad hoc personal and business-related tasks

Ideal Candidate:

• Exceptionally organized with strong attention to detail

• Excellent written and verbal English communication skills

• Comfortable managing multiple priorities simultaneously

• Tech-savvy and quick to learn new tools and systems

• Proactive problem solver (doesn’t wait for instructions)

• Experience working remotely with multiple clients or stakeholders

• Familiarity with tools like Google Workspace, Slack, ClickUp, HubSpot, etc.

Nice to Have (Not Required):

• Experience supporting entrepreneurs or startups

• Basic understanding of CRM systems and workflows

• Exposure to email marketing or lead generation tools

• Familiarity with AI tools (ChatGPT, automation workflows, etc.)

Work Structure:

• Remote (work from anywhere)

• Part-time to start (with potential to scale to full-time)

• Flexible hours, but must have some overlap with U.S. time zones

• This is a shared role, meaning you may support multiple projects/clients simultaneously

Compensation:

• Competitive hourly rate (based on experience)

• Opportunity for long-term engagement and increased responsibility

How to Apply:

Please include:

1. A brief introduction about yourself and your experience

2. Examples of similar work (especially multi-client support)

3. Tools you are most comfortable with

4. Your availability (hours per week and time zone)

5. The word “organized” in your response to confirm attention to detail

Why This Role?

This is a unique opportunity to work closely with entrepreneurs and growing businesses across different industries. If you enjoy variety, ownership, and being the operational backbone of multiple projects, this role is for you.

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