Scale Army Careers - Executive Assistant
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Requirements
• Experience supporting leadership in fast-paced business environments preferred • Experience working inside CRM or ERP systems preferred • Strong organizational and time management skills • Excellent written and verbal English communication • Strong attention to detail and follow-through • Ability to multitask and work independently • Proactive mindset with strong problem-solving abilities • Experience using Odoo, Google Workspace, QuickBooks, CRM systems, and Slack preferred • What Success Looks Like • Leadership becomes more organized and operationally efficient • Calendars, communication, and follow-ups are consistently managed • Internal workflows and systems remain organized and updated • Customer communication becomes more streamlined and responsive • Leadership spends less time managing administrative bottlenecks • This is an excellent opportunity to join a growing company and become a key operational support partner to leadership. The right candidate will play an important role in helping create organization, structure, and operational efficiency as the company continues scaling while working closely with leadership in a fast-paced environment. • 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
Responsibilities
• Executive & Administrative Support • Manage calendars, scheduling, reminders, and meeting coordination • Organize inboxes and assist with follow-ups and communication management • Help prioritize tasks and maintain day-to-day organization • Assist with administrative support, documentation, and reporting • Operations & Coordination • Coordinate schedules, appointments, and operational workflows • Help track projects, timelines, and pending tasks • Communicate with customers, vendors, subcontractors, and internal teams • Assist with operational organization and process management • CRM & System Management • Maintain accurate records within Odoo and internal systems • Assist with customer records, invoicing coordination, and workflow tracking • Help ensure operational systems remain organized and updated • Customer Communication • Follow up with customers regarding scheduling and project updates • Maintain professional communication and responsiveness • Help ensure customer interactions are organized and timely
Benefits
• $1.4K – $2.2K per month • Offers Commission • Final compensation is set after evaluating experience and location. • Upload your resume here to autofill key application fields. • Drop your resume here! • Parsing your resume. Autofilling key fields... • Please enter your full legal name as it appears on official documents. • The email you provide must be the same one you use to send your video. • Please share your phone number with the country code (e.g., +27 for South Africa, +20 for Egypt, +52 for Mexico). If it works for both WhatsApp and calls, even better. • Boost your chances! Please submit your resume in English and PDF format; otherwise, it will not be considered. Make sure it includes all tools you’ve mastered and fields you’ve worked in. • English and PDF format; • tools • or drag and drop here • 1 year - 3 years • 4 years - 6 years • 7 years - 9 years • 10 years - 15+ years • No direct experience yet, but eager to learn • Basic experience assisting with administrative tasks and scheduling support • Intermediate experience managing calendars, communication, and operational coordination independently • Advanced experience improving organization, workflows, and executive efficiency across multiple priorities • Expert-level experience serving as a highly proactive operational partner to leadership in fast-moving business environments • Select all that apply • Calendar and meeting coordination • Inbox management and communication follow-ups • Project or task tracking • Customer or vendor communication • Administrative reporting and documentation • Operational workflow coordination and organization • None of the above • Attention to detail and follow-through • Time management and prioritization • Independent problem-solving and proactive execution • Managing multiple moving priorities simultaneously • Professional written and verbal communication • Maintaining organized systems and workflows • None of the above • Describe a time when you helped improve organization, communication, or operational efficiency for a leader or team. What actions did you take? • How do you stay organized and manage competing priorities when handling multiple administrative and operational responsibilities simultaneously? • Briefly share the tools you use, key use cases, any experience with automation, and how AI has improved your efficiency or output. • Your provided rate will be shared with clients. Changing it later may disqualify you. The job description contains the role's budget. • Select the tools you are comfortable using to manage projects, assign tasks, or track progress. • Google Workspace (Chat & Meet) • Choose the CRM platforms you’re familiar with for managing contacts, tracking sales, and organizing customer data. • Select the tools you’ve used to design, create content, or run marketing campaigns. • ActiveCampaign/Brevo/Kalviyo/MailChimp • Adobe After Effects • Adobe Illustrator • Adobe Photoshop • Adobe Premiere Pro • Buffer / Hootsuite • Google Analytics (GA4) • Meta Ads Manager • Meta Business Suite (Facebook/Instagram Ads Manager) • Select the programming languages and frameworks you’re skilled in for building and enhancing web applications. • AWS / Azure / Google Cloud Platform (GCP) • Google Cloud Platform (GCP) • Python (Django / Flask)
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