We are hiring an Executive Assistant (with potential to grow into Chief of Staff) for a coaching and leadership development company in the professional services industry. This is a part-time to full-time remote role for a U.S.-based company. This role is ideal for someone who is detail-oriented, proactive, highly adaptable, and excited to leverage both organizational skills and technology (including AI tools) to drive efficiency and business growth.

Key Responsibilities:

Manage executive’s calendar, scheduling, travel, and inbox with precision and discretion.
Provide client support via email and occasional phone calls.
Maintain and update HubSpot CRM, ensuring the sales pipeline is accurate and up to date.
Track business development activities and proactively prompt follow-ups with prospects and clients.
Support business operations by executing existing SOPs while also identifying and improving inefficient systems.
Leverage AI tools (e.g., ChatGPT, Fixer, workflow automations) to optimize daily tasks and improve productivity.
Act as a thought partner by exercising pattern recognition, making sound decisions, and anticipating needs.
Prepare itineraries, handle reservations, and coordinate logistics for business and client-related events.
Ensure executive accountability by keeping business development priorities on track.

Required Qualifications:

3+ years of experience as an Executive Assistant, Operations Coordinator, or similar role.
Strong organizational skills with proven ability to manage multiple priorities in a fast-paced environment.
Excellent written and verbal communication skills in English.
Demonstrated experience supporting CRM management (HubSpot strongly preferred).
Ability to work U.S. business hours.

Preferred Qualifications:

Prior experience supporting coaches, consultants, or professional services firms.
Exposure to business development or sales operations support.
Comfort with both following established systems and innovating new processes.
Familiarity with leveraging AI productivity tools.

Required Skills & Tools:

HubSpot (CRM)
Google Workspace (Docs, Sheets, Calendar, Gmail)
Project management tools (e.g., Asana, Trello, or similar)
AI tools (ChatGPT, Fixer, or similar workflow tools)
Strong knowledge of email and calendar management

Schedule & Pay:

Part-time ramp-up (20 hours/week) with the potential to grow into full-time within 2-3 months
Working U.S. hours (Central or Eastern Time Zone)
Pay ranges from 7000.00 ZAR - 8000.00 ZAR depending on experience and skill level
Annual raises, bonuses, and PTO included.

System Requirements: