Executive Assistant

Job Title: Executive Assistant with Barrell Recruiting

Type: Full-Time, Remote

Working Hours: Mondays – Fridays, aligned with U.S. Eastern Time (EST/EDT)

Compensation: USD $1,600-$2,000/month (Salary based on assessment)

Location: Latin America / Central America

About the Company

We are a career coaching and executive branding firm dedicated to helping professionals advance their careers through strategic resume optimization, lead generation, company introductions, and comprehensive interview and offer stage support. Our mission is to empower job seekers with personalized coaching and strategic networking to secure positions at top-tier companies. We work with high-performing professionals and maintain strong relationships with enterprise and mid-market clients across various industries.

Job Description

We are seeking a proactive, detail-oriented Executive Assistant to support all operational and administrative functions of our career coaching business. This role is essential to managing client relationships, streamlining business processes, maintaining accurate records, and enabling our leadership to focus on high-impact coaching and business development activities.

Responsibilities

• Calendar & Schedule Management: Manage executive calendar, schedule client calls and onboarding meetings, coordinate calendar logistics, and handle scheduling conflicts or rescheduling requests.

• Email & Communication Management: Monitor and respond to client inquiries, manage email workflows, draft professional communications, and ensure timely follow-ups on all client touchpoints.

• Client & Sales Pipeline Management: Track client engagement, manage the sales funnel, identify no-shows or at-risk engagements, conduct follow-up outreach to reschedule missed appointments, and maintain organized pipeline records.

• Contract & Document Preparation: Prepare client contracts using DocuSign, organize contract templates, manage document workflows, and ensure all agreements are properly executed and filed.

• Resume Formatting & Optimization: Format client resumes according to established brand templates, ensure consistency in design, layout, and professional presentation, and make revisions per client feedback.

• AI-Powered Research & Outreach Support: Utilize AI tools (ChatGPT, Claude, etc.) to research target companies based on client profiles, enrich company and contact data, identify decision-makers and contact information, and draft personalized outreach email templates for client introductions.

• CRM Management: Maintain accurate records in Go High Level CRM, track client progress through coaching stages, update pipeline status, and generate reports on client engagement metrics.

• Process Automation & Optimization: Identify repetitive tasks and suggest automation opportunities, recommend new tools or workflows to improve efficiency, implement process improvements, and continuously seek ways to streamline operations.

Requirements:

Administrative & Professional Skills:

• Fluent in English; clear and confident communication for internal and client-facing tasks.
  

• Strong organizational skills with high attention to detail.
  

• Able to manage multiple priorities and deadlines efficiently.
  

• Professional, proactive, and culturally confident; comfortable speaking up and asking clarifying questions.
  

Technical Proficiency:

• Advanced Excel skills (formulas, VLOOKUP, conditional formatting).
  

• Experience with CRM platforms (Go High Level preferred).
  

• Comfortable using AI and automation tools (ChatGPT, Seamless AI, workflow platforms).
  

• Proficiency with Google Workspace, Microsoft Office, and cloud collaboration tools.
  

• Experience with DocuSign or similar e-signature platforms.
  

Experience & Competencies:

• 1–3 years of executive assistant, administrative, or operations experience.
  

• Background in sales support, recruiting, or client-facing roles is a plus.
  

• Strong critical thinking and problem-solving skills; able to identify inefficiencies and propose solutions.
  

• Comfortable with ambiguity and independent work; takes ownership of tasks.
  

Preferred Qualifications:

• Experience in sales support, client workflows, or onboarding processes.
  

• Familiarity with career coaching, talent development, or recruiting industries.
  

• Knowledge of email outreach best practices and CRM workflows.
  

• Experience implementing workflow automation and process improvements.
  

What We Value:

• Thinks beyond standard procedures and actively suggests process improvements.
  

• Learn new tools and technologies quickly.
  

• Reliable, professional, and proactive; contributes to scalable operations.

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