Executive Assistant for Coaches / EOS / Consultants (remote from anywhere)

Scalesource

11d • Remote

About The Position

We support U.S.-based coaches, EOS Implementers, consultants, and agency owners — founder-led expert businesses where the founder's time and attention are the product. This role is for an Executive Assistant who delivers reliable right-hand execution, not task-rabbit work. Voice, brand fit, and executive maturity matter more than raw task volume. This is a remote role through ScaleSource. The mission is to buy back the founder's time and attention. You are the right hand of a founder whose expertise is the product. You handle the inbox, the calendar, the prep, the follow-ups, and the client admin so the founder handles only the work that only they can do. You will work across email, calendar, CRM, launch tools, and client records to make sure communications go out in the founder's voice, meetings are prepped before anyone asks, onboarding runs on schedule, and nothing quietly dies in a thread. You are not just completing tasks. You are protecting the founder's time, voice, and relationships.

Requirements

• 3+ years supporting a founder, coach, consultant, or agency owner.
• Managed inbox triage for 20+ meetings per week for at least one executive — this must be demonstrable, not estimated.
• Proficiency in 3+ of the following tools for 12+ months: Google Workspace, Zoom, Calendly, Slack, ClickUp/Asana, HubSpot, GoHighLevel, Kajabi.
• Experience with 2+ launches, webinars, or events per month, OR 30+ client follow-up tasks per week.
• 12+ month tenure with the same founder or client, OR 2+ founder references available.
• Fluent written and spoken English at a professional level, with the ability to write convincingly in someone else's voice.
• Must pass a voice-matching writing exercise at 85%+.
• Professional home office setup and reliable internet.
• Willing to undergo the required training assessment as part of the recruitment process.
• Must be available Monday–Friday, 9:00 AM–6:00 PM in PST, CST, or EST.

Nice To Haves

• Experience supporting coaches, EOS Implementers, consultants, or agency owners specifically.
• Experience with U.S.-based founders or U.S.-based companies.
• Experience with EOS, Traction, or similar operating frameworks.
• Experience running webinar or course-launch admin (Kajabi, GoHighLevel, or similar funnels).
• Experience coordinating freelancers or contractors.
• Experience handling confidential client and financial information.
• Experience improving a process, not just following one.
• Conversational Spanish.

Responsibilities

• Manage inbox, calendar, meeting prep, follow-up, and CRM updates.
• Triage communications with judgment, knowing what needs the founder's attention and what doesn't.
• Draft and send replies in the founder's voice, indistinguishable from their own writing.
• Keep the calendar protected and meeting prep ready well ahead of time.
• Make sure every meeting generates its follow-ups, and every follow-up gets closed.
• Support webinar, launch, and client onboarding admin end to end.
• Keep every moving piece of a launch or onboarding sequence on track without dropped steps.
• Run checklists so each client's first weeks happen on schedule, every time.
• Catch the slipping step before the client — or the founder — notices it slipped.
• Track action items from meetings and planning sessions with owners and due dates.
• Coordinate contractors — designers, VAs, tech support — so deliverables land on time.
• Chase what stalls, including with people who don't report to you.
• Maintain client records, notes, and deliverable handoffs.
• Keep documentation clean enough that anyone stepping in could understand client history and status immediately.
• Make sure deliverables move from "done" to "delivered" with nothing lost in the handoff.
• Anticipate what the founder needs next instead of waiting to be told.
• Handle routine decisions inside the trust you've earned, and escalate only what genuinely needs the founder.
• Protect the founder's focus by absorbing the small stuff completely.
• Deliver reliable right-hand execution the founder can hand things to without a second thought.

Benefits

• Better Role Matching — you are placed where you can actually perform and grow, not just fill a seat.
• Real Upside — strong performers unlock raises, long-term stability, and future opportunities.
• Work With U.S. Operators — direct exposure to founder-led businesses focused on growth and execution.
• Real Ownership — your work directly impacts operations. Less bureaucracy, more responsibility from day one.
• Founder-Level Exposure — work directly with coaches, consultants, and EOS Implementers and learn how expert businesses actually run.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed