JOB TITLE
Executive Assistant
JOB ID
MAGMEL4
INDUSTRY
Marketing and Social Media / Fine Arts & Creative Services
LOCATION
LATAM / South Africa / PH
JOB STATUS
Full Time
WORK SCHEDULE
Monday to Friday, 8am to 5pm Eastern Time
Flexibility required
SALARY
South Africa & LATAM: $12 to $18 ($2000 to $3000 per month)
Philippines: $10 to $14 ($1600 to $2300 per month)
TARGET START DATE
ASAP
ROLE OVERVIEW
About the Client:
The client is a creative personal brand going through a transition phase focused on storytelling, activism, and design driven content. The business combines art, creative direction, and social impact, with a strong emphasis on authentic messaging rather than purely promotional content. They are looking for someone who can help translate evolving ideas into clear marketing strategies while maintaining a flexible and collaborative approach. This role requires working closely with leadership, adapting to spontaneous content opportunities, and helping redefine the brand voice while supporting healthy business growth.
About the Role:
We are seeking a highly organized, proactive Executive Assistant to support a busy Owner/Creative leading a fast-moving mix of fine art, commercial design, and nonprofit/civic projects. This role is equal parts inbox triage, relationship stewardship, light scheduling/logistics, and—most importantly—business development support.
You will act as a primary point of contact for the owner, keeping communications flowing, protecting her time, nurturing critical relationships, and ensuring strategic follow-ups never slip through the cracks. The ideal candidate is an independent thinker and a true "go-getter"—not a checklist follower, but a high-level partner who anticipates needs and drives conversations to completion.
Key Responsibilities
1. Business Development & Relationship Stewardship (Primary Focus)
- Relationship Lifecycle Management: Maintain a deep understanding of the owners entire ecosystem of collectors, commercial clients, donors, patrons, vendors, and collaborators.
- Onboarding & Touchpoints: Ensure new contacts receive a high-touch initial experience (sending intro decks, thank-you notes, tagging and system entry, and setting up structured follow-up cadences).
- Network & Prospecting: Identify new business opportunities within existing networks, research prospective partners, and re-engage cold contacts using automated workflows in monday.com.
- Collateral & Pitch Support: Assist with updating graphics, presentations, pitch decks, and promotional materials in Canva/Adobe. Coordinate, format, draft, and submit proposals.
- Long-Term Growth: Proactively help the owner build, maintain, and deepen long-lasting business and creative partnerships.
2. Inbox & Communication Ownership
- Daily Inbox Triage: Take total ownership of the owner's inbox—organize messages, draft and send timely responses, flag high-priority items, and eliminate bottlenecks.
- Template Optimization: Maintain and refine standard communication templates for recurring inquiries.
- CRM Management: Own relationship data entry, history tracking, and follow-up reminders inside monday.com.
3. Daily Alignment & Meeting Preparation
- Proactive Alignment: Lead brief daily check-ins with the owner to confirm priorities, review deadlines, and align on required relationship touchpoints.
- Meeting Prep & Debriefs: Conduct background research and assemble materials (client presentations, background briefs) so the owner is fully prepared for every phone call and meeting.
- Action Item Tracking: Download all action items from calls and meetings into monday.com immediately, taking full ownership of next steps without needing to be asked.
4. Scheduling & Administrative Logistics (Lighter Focus)
- Calendar Awareness: Maintain full visibility over the owners calendar to ensure meeting prep is completed well in advance (working in coordination with existing admin support for core calendar management).
- Light Personal Admin: Provide minimal, professional-adjacent administrative assistance on an as-needed basis.
Qualifications & Skills
- Experience: Minimum of 5+ years of professional experience in an executive support, account management, or business operations role.
- Business Development Acumen: Background in sales, client relations, or biz dev with a proven ability to open, navigate, and close arrangements or conversations effectively.
- Mindset & Drive: A highly proactive, forward-thinking problem solver. You don't wait for instructions or need to be chased for updates; you take ownership of open loops from start to finish.
- Knowledge & Interests:
- Solid understanding of US politics and current events.
- Genuine interest in the arts, design, and civic/nonprofit initiatives.
- Communication Skills: Exceptional written and verbal English communication skills, capable of representing a high-profile creative founder authentically and professionally.
Technical Toolset
You should be proficient or highly comfortable with the following tools:
- CRM & Project Management: monday.com (including automations, contact tracking, and workflow setups)
- Communication: Slack, Email
- Design & Presentation: Canva, Adobe Creative Suite (basic familiarity for pitch deck updates)
- Productivity Suites: Google Workspace (Docs, Sheets, Drive, Gmail) and Microsoft Office (PowerPoint, Word, Excel)
- AI & Automation Tools: ChatGPT and similar AI tools to optimize workflows and drafting
