Offer summary

Qualifications:

At least 2 years of experience as an Executive Assistant or similar role., Strong organizational and proactive skills, capable of managing multiple tasks independently., Fluent in English with excellent written and spoken communication skills., Proficiency with project management tools, digital organization, and curiosity about AI tools like ChatGPT..

Key responsibilities:

Manage emails and calendars to ensure smooth scheduling and communication.

Coordinate with clients and prospects, including preparing briefs and drafting correspondence.

Organize and maintain documents and data in various digital platforms.

Support travel arrangements, meeting preparations, and process improvements using automation tools.

Job description

⚠️ This position is only open for people living in Latin America.

About Generous Industries

At Generous Industries, we believe that good jobs change lives. Our mission is to connect skilled professionals with businesses that value their contributions and are committed to hiring the right way.

⚠️ Please remember that your resume and application should be in English to be considered for the position. Otherwise, your application will be rejected.

🤓 Please review the application questions carefully; we have very specific instructions.

⛔️ We love AI and want you to use it, but we want the answers to come from you. Applications that are a transparent copy/paste or reading from an AI script will be disqualified.

About Our Client - Barlos & Williams Law

At Barlow & Williams Law, we are laser-focused on helping small to mid-sized business owners buy and sell companies. Founded by William Barlow and James David Williams, our boutique firm combines big-league deal expertise with an innovative, fixed-cost model, allowing buyers and sellers to close transactions without incurring runaway legal fees. From buy-side searches to sell-side exits, we provide practical, partner-led counsel that keeps deals and relationships moving forward.

Why You’ll Love Working With Us

We’re searching for an outstanding Executive Assistant to work shoulder-to-shoulder with our two partners and our already-fantastic assistant, keeping inboxes clear, calendars tamed, and projects moving. This role will primarily support William Barlow, but will also work on general company projects.

If following up with multiple stakeholders, juggling shifting priorities, and streamlining processes is your idea of fun, you’ll feel right at home here.

What Success Looks Like

Inbox & calendar zen. Partner inboxes stay controlled (hopefully below zero); every meeting, filing deadline and follow-up is on the calendar and confirmed.
Deals move without friction. Documents are updated in NetDocs, engagement letters are sent on time, and clients receive prompt, polished updates.
Data stays tight. Prospect pipelines, time trackers, and billing reports are always updated.
Processes get sharper each month. You spot inefficiencies, test an automation or template, and teach the team.

Responsibilities

Email & Calendar Mastery
- Real-time triage of email inboxes: sweep, tag, draft replies in their voice.
- Schedule meetings; keep calendars conflict-free and up to date.
Client & Prospect Coordination
- Prepare pre-meeting briefs (including research), draft engagement letters, and follow-up emails.
- Update pitch trackers and prospect lists in Monday.com, Trello, and Notion.
- Own routine follow-ups to leads.
- Draft LinkedIn copy.
Document & Data Management
- Upload and organize client matters in NetDocument
- Draft engagement letters and organize closing docs.
- Ensure every file and task lives in the right workspace (Google Drive, Notion, Trello).
Billing, Time & Reporting
- Update time-tracking dashboards and reconcile payments.
- Prepare weekly and monthly summary reports.
- Follow up on outstanding balances.
Travel & Event Logistics
- Research destinations, build itineraries, and book flights, hotels, restaurants, and ground transport for partner travel and client visits.
Meeting Preparation & Wrap-Up
- Draft agendas and pre-meeting notes.
- Capture live notes, action items, and decisions.
- Build start-of-day (SOD) and end-of-day (EOD) summaries and follow-up emails.
Process Improvement & AI Automation
- Test tools like ChatGPT and RelevanceAI, document new SOPs in Notion, and surface efficiency wins that shave minutes off repetitive work.
Personal Support (as needed)
Coordinate medical appointments, personal travel, and other ad-hoc tasks to keep partners’ personal lives running smoothly.

Perks/Benefits

This is a fully remote position
Competitive salary between $2,000 to $2,200 per month
Internet stipend of USD 50 per month
15 days of Paid Time Off per year
US Federal Holidays off

Requirements

2+ years of proven experience as an Executive Assistant, administrative coordinator, or in a similar role.
Highly organized, proactive, and capable of managing multiple tasks independently
Fluent English: Strong written and spoken English skills to ensure clear and professional communication.
Must have your own device and a reliable setup for remote work
Proficiency with project management tools and digital organization (Google Drive)
Proficiency and curiosity with AI tools (like ChatGPT)
Ability to work Monday to Friday both independently and collaboratively in the following schedule:
- 8:00AM to 5:00PM EST for the first 2 months (for training)
- 6:00AM to 3:00PM EST, starting on the third month.

Required profile