Executive Assistant (Job ID: MAGMEL4)

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 Originally posted on Himalayas