Scale Army is hiring an Executive Assistant to serve as the operational backbone supporting the Director of Training & Development. In this role, you’ll independently manage internal training operations and anticipate the needs of a senior leader in our fast-scaling environment. You will own logistics, scheduling, coordination, and reporting across multiple programs and stakeholders.
What You'll Do
- Own the end-to-end operational execution of internal training programs.
- Act as the primary point of contact for trainers regarding scheduling, materials, and logistics.
- Manage registration and enrollment processes for training participants.
- Coordinate training schedules across multiple cities and maintain a master training calendar.
- Plan and manage travel logistics for trainers and participants.
- Anticipate operational risks or conflicts and proactively propose solutions.
- Manage the Director of Training & Development’s calendar across training sessions and internal commitments.
- Protect executive time by ensuring schedules are accurate, prioritized, and aligned with strategic goals.
- Handle meeting logistics, follow-ups, and scheduling with minimal back-and-forth.
- Liaise with other Executive Assistants to ensure calendar alignment across teams.
- Track training-related budgets, expenses, and fees with accuracy.
- Manage expense submissions and reimbursements.
- Operate within delegated budget authority and escalate approvals when needed.
- Prepare clear operational reports covering attendance, costs, travel status, and upcoming risks.
- Serve as a central hub for training-related communication.
- Coordinate asynchronously with franchise owners and internal stakeholders.
- Collaborate with Executive Assistants, coaching teams, and cross-functional partners.
- Ensure expectations, timelines, and logistics are clearly communicated.
- Maintain organized documentation related to training programs, budgets, schedules, and SOPs.
- Use Asana, Slack, and internal ChatGPT tools for task management and workflows.
- Identify inefficiencies and recommend process improvements.
- Support the creation and maintenance of training manuals and operational documentation.
- Contribute to the adoption and refinement of AI-enabled workflows.
What We're Looking For
- 2+ years of experience in an Executive Assistant, administrative, operations, or program coordination role.
- Experience supporting leaders with complex scheduling, logistics, and multiple stakeholders.
- Proven ability to operate independently with high ownership.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication in asynchronous environments.
- Experience managing budgets, expenses, and basic reporting.
- High attention to detail while managing multiple priorities.
- Strong systems mindset with comfort using checklists, processes, and tools.
- Reliability, discretion, and professionalism in handling sensitive information.
- Proactive, ownership-driven, and adaptable in a fast-paced environment.
- Willingness to adopt new tools, including AI-based workflows.
Technical Stack
- Asana
- Slack
- ChatGPT
Team & Environment
You will directly support the Director of Training & Development. Scale Army is a fast-scaling organization committed to excellence, learning, and operational clarity. You'll join a culture that invests intentionally in operational excellence and provides exposure to elite coaching and development environments.
Work Mode
This is a global, remote position open to candidates based in LATAM, Africa, or Eastern Europe.
Scale Army is an equal opportunity employer.
