Job Description :Position:Executive & Business Administration AssistantLocation: Remote (Kenya)Status: Full-time (40 hours/week)Reports To: CEOAvailability: Reachable during U.S. working hours ( 9:00 AM – 5:00 PM Eastern StandardTime) with light flexibility.Role OverviewThe client is seeking a highly organized, proactive, and trustworthy Executive & BusinessOperations Assistant to support the CEO across three growing businesses. This individual willbe instrumental in helping the CEO stay focused, clients feel supported, and opportunities moveforward.You will act as an extension of the CEO’s operations — solving problems, following up on salesopportunities, organizing schedules, managing communications, and ensuring no task fallsthrough the cracks.This role is ideal for someone who thrives in a fast-paced environment, enjoys a variety ofresponsibilities, and can balance professionalism with relational warmth. You’ll work closely withclients, prospects, and internal teams to drive both execution and satisfaction.Key ResponsibilitiesExecutive & Personal Assistant● Manage and organize the CEO’s calendar across business and personal commitments.● Schedule internal and external meetings with clarity and foresight.● Coordinate travel logistics and reservations.● Send reminders, prep materials, and follow-up on action items after meetings.● Provide light personal support (bill pay, scheduling, etc.).Client & Sales Support● Track and follow up on sales leads and proposals across all three companies.● Manage CRM tools, update lead statuses, and prepare weekly reports.● Draft intro emails, follow-ups, and basic proposals.● Ensure timely replies and updates to prospects and current clients.● Collect testimonials and feedback for marketing and client satisfaction.Operations & Administration● Monitor accounts receivable, follow up on outstanding invoices, and maintain billingspreadsheets.● Keep administrative systems clean and organized (Google Drive, Asana, Slack, etc.).● Support team workflows by flagging loose ends and open loops.● Summarize key info or documents for CEO review.● Help coordinate internal meetings and company events.Communication & Content● Distribute company updates, assets, and information to partners and stakeholders.● Draft light copy for outreach emails, updates, and reminders.● Assist with LinkedIn lead generation outreach (ETC and No Fools).● Maintain contact lists across all brands.Additional Support Areas1. Outreach & Lead Generation○ CRM management and automation of follow-ups.○ Email outreach to strategic partners (churches, athletes, creatives).○ LinkedIn engagement with potential partners and ambassadors.2. Project Management & Internal Process Support○ Draft scopes, proposals, or prep docs for review.○ Clean and maintain Asana task boards.○ Coordinate with freelancers and vendors (videographers, printers, etc.).3. Marketing & Content Execution○ Support marketing email campaign prep (Mailchimp, ConvertKit).○ Conduct basic research for blogs, emails, or client projects.○ Schedule social media posts and manage inbox triage.4. Customer Retention & Experience○ Coordinate client gifting and thank-you notes.○ Schedule quarterly check-ins or feedback surveys.○ Track client wins for case studies and proposals.5. Finance & Administration○ Assist with bookkeeping and QuickBooks/Xero reconciliation.○ Organize contracts and payment terms.○ Monitor vendor payments and subscriptions.RequirementsEducation● Diploma or Bachelor’s degree.● Equivalent of 16 years of formal English education.● Neutral, sounding English accent; professional fluency in English.Experience● 2–3 years as an Executive Assistant in relevant fields (administration, operations,creative or marketing industries).Technical Requirements● Own computer, phone, and high-speed internet (≥100 Mbps).Required Skills & Attributes● Highly organized, detail-oriented, and self-managing.● Excellent communicator in written and spoken English.● Tech-savvy, eager and open to learning and adopting AI tools to reduceredundancies.● Flexible, adaptable, and able to jump into various tasks(social media tasks and othersmall-scale business functions) as needed.● Trustworthy, discreet, and respectful of confidentiality.● Bonus: Familiarity with Asana, Slack, QuickBooks, Google Suite, CRMs.Expectations● Daily/weekly check-ins with the CEO.● Not a client-facing role (clarity of English important for internal communication).BenefitsCompensation & Benefits● Competitive Salary● Performance bonuses and incentives.● Paid Time Off and Paid Holidays.● Health insurance.● Remote work flexibility.● Career advancement opportunities.● Ongoing training in real estate, conflict resolution, and client success.
