THIS IS A FULL-TIME POSITION
POSITION OVERVIEW
Schedule
- Monday to Friday (Full-Time)
- Core availability required during U.S. Eastern Time business hours (exact hours confirmed during hiring)
- Occasional support may be needed outside of business hours for time-sensitive items (e.g., travel changes, urgent scheduling)
Location
- Remote
- Preference for candidates based in El Salvador (or able to reliably support U.S. Eastern Time from their location)
Are you the type of person who genuinely loves helping an executive stay focused? Do you thrive on creating order, building systems, and closing loops? Are you the kind of operator who can calmly protect priorities, capture decisions so nothing gets re-decided, and keep work moving without the CEO chasing?
We are hiring an Executive Assistant to support the Founder & CEO of Creative Analytics
and Brande.ai. Creative Analytics automates online growth and profitability engines through creative, data-driven digital campaigns and conversion-optimized websites so clients can focus on delivering products and services that enhance people’s lives.
Our 7 K.I.N.E.T.I.C.
core values — Kaizen, Integrity, Nurturing Partnerships, Excellence, Team Spirit, Innovation, and Curiosity — are the principles that guide our actions, shape the culture, and define the character of Creative Analytics.
This role is not for a “task-taker.” It is for a high-ownership Executive Assistant who will function as the CEO’s time protector, decision steward, and operational integrator—owning executive operations, maintaining decision hygiene, strengthening SOPs and templates, and using AI-enabled workflows to reduce administrative load.
The ideal candidate is highly organized, proactive, and technically adept with excellent English fluency
and strong executive presence. You will communicate confidently with internal team members, clients, vendors, and partners and maintain strict confidentiality at all times.
THE PERFECT CANDIDATE IS
- Proactive and self-directed — anticipates needs and takes initiative without waiting to be asked.
- Resourceful and technically capable — can figure things out independently; asking the CEO is the last resort.
- Protective of the CEO’s time — enforces standards, filters requests, and keeps the CEO focused on high-leverage work.
- AI-fluent and naturally tech-savvy — learns new software quickly and uses AI to increase speed, quality, and consistency.
- Strong but calm under pressure — handles fast-moving priorities with steadiness and reliability.
- Masterful at communication — excellent written and verbal English; clear, concise, professional tone.
- Impeccable with follow-through — closes loops, tracks details, and ensures nothing falls through the cracks.
- Process-minded — builds and improves SOPs, checklists, templates, and systems that prevent repeat issues.
- Comfortable setting boundaries — can politely tell stakeholders “no” or “not now” when needed.
- Service-oriented — enjoys helping and consistently looks for ways to take work off the CEO’s plate.
KEY ACCOUNTABILITIES
Executive Operations: Calendar + Inbox Management
- Anticipate CEO needs to free up time and proactively address issues before they develop.
- Own calendar management end-to-end: scheduling, confirmations, reschedules, declines, buffers, and time zone hygiene.
- Manage the CEO inbox with structured triage and escalation rules; ensure urgent items are surfaced quickly.
- Draft and manage correspondence on behalf of the CEO as appropriate (using the CEO’s voice and standards).
- Serve as first-line of defense for high-volume communications and scheduling requests.
CEO Time Protection + Meeting Hygiene
- Enforce meeting standards: agendas where required, pre-reads when appropriate, and clear outcomes.
- Prevent schedule overload by applying prioritization rules and protecting focus blocks.
- Prepare concise briefs for the CEO ahead of key calls: context, goal, participants, recommended approach.
Decision Stewardship + Follow-Through (“No Re-Deciding”)
- Convert meeting outcomes into durable artifacts: decision recorded, owner named, next step dated, success criteria stated.
- Maintain a lightweight decision/action tracking system so decisions don’t get lost and work doesn’t stall.
- Track deliverables, deadlines, and requests; ensure DRIs are clear and follow-ups happen without CEO chasing.
SOP Ownership + Operational Alignment
- Maintain SOP documentation related to executive operations and administrative workflows.
- Identify gaps in processes, draft missing SOPs, and keep documentation current.
- Maintain organized templates, checklists, and reference materials so work is repeatable and consistent.
Leads Support + Initial Triage Calls
- Monitor and respond to new leads, inquiries, and inbound messages promptly and professionally.
- Track lead status and follow-up actions to prevent leads from going stale.
- Run initial triage/qualification calls
with marketing-qualified leads using a structured script; capture notes, next steps, and required handoffs.
- Ensure clean handoff of qualified leads to the CEO with concise briefs and recommended next actions.
Proposal Support
- Prepare proposal skeletons and first drafts from templates using call notes and provided inputs.
- Ensure proposals are saved, versioned, and linked correctly; request missing CEO inputs cleanly (single-action requests).
- Maintain proposal templates and a proposal checklist to ensure consistent quality.
Client Communication Routing + Light Coordination
- Triage client requests, route to the correct owner, and ensure timely follow-up and loop closure.
- Maintain response templates for common requests and ensure communications are tracked to completion.
Travel Planning + Logistics
- Book travel and accommodations cost-effectively; manage itineraries, confirmations, and calendar integration.
- Track travel-related details (deadlines, requirements, changes) and meticulously organize receipts and documentation.
Event Planning + Networking & Speaking Operations
- Support event planning, operations, and logistics: timelines, vendor coordination, attendee communications, run-of-show, confirmations, and receipt/document organization.
- Identify and track relevant networking events and speaking opportunities aligned to company goals.
- Manage applications, deadlines, status tracking, and required assets for speaking and event opportunities.
- Maintain an organized system for event-related documents, contacts, and deliverables.
AI + Automation (Platform-Agnostic)
- Identify opportunities to reduce admin load through AI and automation; propose options with pros/cons and recommended setup.
- Pilot and implement AI-enabled workflows such as inbox categorization/prioritization, daily digests, and draft replies for repeat categories.
- Create and maintain prompts/templates that improve quality and consistency (with strong quality control).
- Apply privacy and confidentiality best practices; do not input sensitive client data into tools without explicit approval.
KNOWLEDGE
- Best practices for executive support: time protection, calendar and inbox management, meeting hygiene, and documentation.
- Working knowledge of modern collaboration and operations systems.
- Practical understanding of AI tools for admin workflows (summarizing, drafting, templating, categorizing, automation) with strong judgment and quality control.
- Professional discretion and confidentiality standards.
REQUIRED SKILLS & QUALIFICATIONS
Experience
- 2+ years of experience supporting an executive (Executive Assistant, Executive Operations, Admin Lead, or similar).
- Demonstrated success managing a busy calendar and inbox with strong prioritization and follow-through.
- Experience creating SOPs, checklists, templates, or repeatable operational systems.
- Comfort running professional triage/qualification calls
and capturing structured notes and next steps.
Communication
- Excellent English fluency (native-level or near-native): clear, professional, error-free writing and confident verbal communication.
- Strong interpersonal skills; able to communicate professionally with clients, vendors, partners, and internal team members.
Technical + AI Requirements (Critical)
- Strong technical acumen and ability to learn new tools quickly.
- AI fluency (platform-agnostic):
demonstrated experience using AI tools to streamline work (drafting, summarizing, templating, organizing, and automation support) with quality control and sound judgment.
- Comfort working in digital systems and keeping information organized, searchable, and up-to-date.
Remote Work Requirements
- Dedicated computer for work
- Reliable high-speed internet with a backup plan (hotspot or secondary connection)
- Dedicated, quiet workspace suitable for professional calls
- Professional audio setup (headset/microphone)
- Ability to overlap working hours with U.S. Eastern Time as required
Personal Traits
- Highly dependable, proactive, and resourceful
- Impeccable attention to detail; minimal errors and strong quality standards
- Strong organizational habits and consistent loop closure
- Takes confidentiality seriously
To be considered for this position, all candidates must submit an original video describing why they are a strong fit for this role and how they operate as an Executive Assistant (time protection, systems, initiative, and how you use AI responsibly to improve your work).
Please submit your video in the additional application questions section.
Compensation: DOE
