Executive Assistant

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a fast-scaling organization with a strong coaching and training function, investing intentionally in operational excellence to support its internal development ecosystem. As the training department grows, the organization is prioritizing clear systems, consistent execution, and operational leadership to ensure programs run smoothly while senior leaders remain focused on strategy, facilitation, and impact.

Location

Fully remote | 9 AM - 5 PM EST

Role Overview

The Executive Assistant will serve as the operational backbone supporting the Director of Training & Development, independently managing internal training operations and anticipating the needs of a senior leader in a fast-scaling environment.

This role owns logistics, scheduling, coordination, and reporting across multiple internal training programs and stakeholders. The Executive Assistant will manage complex executive and program calendars, oversee registration and travel logistics, track budgets and expenses, and maintain systems that ensure training programs execute with clarity, consistency, and minimal friction.

Key Responsibilities

Training Operations & Program Logistics

• 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

Executive & Calendar Support

• 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

Budgeting, Expenses & Reporting

• 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

Communication & Stakeholder Coordination

• 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

Systems, Tools & Process Improvement

• 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

Qualifications

Experience

• 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

Skills

• 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

What Success Looks Like

• Training programs run smoothly with minimal last-minute issues

• Trainers and stakeholders have clear points of contact and expectations

• The Director of Training & Development spends minimal time on logistics

• Budgets, expenses, and reports are accurate and timely

• Communication across training initiatives is proactive and consistent

• Systems improve over time, reducing friction as the organization scales

Opportunity

This role offers the opportunity to work closely with senior leadership in a fast-growing organization committed to excellence, learning, and operational clarity. As trust and scope expand, the position may evolve into a Training Program Manager or broader operations leadership role, offering increased responsibility, visibility, and impact. The role also provides exposure to elite coaching and development environments that can accelerate professional growth.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form

• Record a video showcasing your skill sets