ScaleSource is hiring a Senior Executive and Personal Assistant to provide high-trust, high-ownership support to a founder and family. This role manages the executive’s schedule, communication flow, and logistics while coordinating vendors, personal assets, and the team’s tech stack.
What You'll Do
- Manage personal and business calendars with strong prioritization and protection of focus time.
- Coordinate meetings across time zones, confirm details, prep agendas, and ensure follow-ups happen.
- Review incoming emails daily, keep inboxes organized, draft replies in the executive’s voice, and escalate urgent items.
- Handle inbound calls and messaging, screen, route, respond, and document next steps.
- Manage personal social media profiles and inbound messages.
- Execute the culture calendar for the family and team, including birthdays, holidays, and gifts.
- Help manage the team’s tech stack, including accounts, permissions, subscriptions, and renewals.
- Use AI tools to accelerate drafting, summarizing, research, and SOP creation.
- Manage personal vehicles and properties, including utilities, vendor sourcing, and scheduling maintenance.
- Track insurance policies, renewals, and key documents.
- Own vendor relationships and negotiate pricing and terms where possible.
- Plan and book travel, build clean itineraries, and handle changes quickly.
- Support events and in-person meetings as needed.
- Support the spouse with various tasks including coordination, research, scheduling, vendor calls, and follow-ups.
What We're Looking For
- 5+ years of experience as an Executive Assistant, Senior EA, or assistant to C-level leaders.
- Strong written and spoken English with professional, concise, and high-accuracy communication.
- Proven experience managing complex calendars.
- Proven experience with inbox triage and drafting executive communications.
- Proven experience with travel planning and itineraries.
- Vendor management and negotiation experience, including personally negotiating pricing and terms.
- Strong tech competence across Google Workspace and/or Microsoft 365, Slack, Zoom, Teams, and project tools like Asana, ClickUp, Notion, or Airtable.
- Comfort using AI tools for productivity in research, drafting, summaries, and SOPs.
- High discretion and comfort handling sensitive personal and business information.
- Reliable internet, a professional working setup, and strong follow-through.
Nice to Have
- Master’s degree (helpful, but not required if experience is strong).
- Familiarity with EOS (Level 10 meetings, Rocks, Scorecards, IDS).
- Experience supporting founders in high-growth companies or family-office style operations.
Technical Stack
- Google Workspace, Microsoft 365
- Slack, Zoom, Teams
- Asana, ClickUp, Notion, Airtable
- AI Tools
Team & Environment
You will be supporting a founder and family, reporting directly to the Founder.
Benefits & Compensation
- Flexible Schedule
- Paid Travel
- Tech Stack Allowance
- Executive Level Training Opportunities
- Compensation: $1,500 USD per month base
Work Mode
This is a remote, global position requiring US hours and travel. Preferred hiring markets include Colombia, the Philippines, South Africa, Kenya, and Chile, though strong candidates from similar countries may be considered.
ScaleSource is an equal opportunity employer.
