Executive Assistant (GoHighLevel & IT) - Freelance, Remote

Magic

4d•Remote

About The Position

A fast-moving solo founder operating across IT consulting, real estate, and a Go High Level services business is seeking proactive, tech-savvy support. The client is building foundational systems (corporate formation, domains/web presence, operations) while juggling multiple income streams that demand reliable coordination and discretion. Daily communication happens in a secure, blockchain-based environment with an emphasis on efficiency, confidentiality, and operational follow-through. This role exists to restore control over time, communication, and operations so the founder can focus on high-level decisions and growth. The assistant will own email, calendar, Go High Level execution, and day-to-day coordination across IT, real estate, and marketing activities to reduce chaos and missed commitments. Ultimately, the role builds repeatable systems and proactive workflows that prevent emergencies from becoming disruptions.

Requirements

Proven IT background with strong understanding of business/IT concepts and terminology.
Hands-on Go High Level expertise (automations, pipelines, calendars, funnels, campaigns).
Demonstrated mastery of executive inbox/calendar management for a U.S.-based leader.
Proactive communicator who contributes ideas and process improvements, not just tasks.
Technical: Outlook and mail.com mastery; Go High Level power user; Canva basics; social scheduling; comfort with AI tools (Gemini, Claude, ChatGPT); familiarity with property management software; basic domain/DNS and website setup coordination; familiarity or openness to learn OurLink (blockchain-based comms).
Operational: Time blocking, prioritization, meeting hygiene, and SOP documentation.
Interpersonal: Proactive, solutions-oriented, calm under pressure, excellent written English, and high discretion/NDA comfort.
Business savvy: Ability to connect IT/tech, marketing automation, and real estate ops into coherent workflows.
WFH Set-Up: Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home

Nice To Haves

You thrive in fast-paced, multi-business environments and love turning chaos into clear, repeatable systems.
You’re a self-starter who brings recommendations, anticipates needs, and executes with minimal direction.
You’re tech-forward, curious about AI and automation, and comfortable learning new platforms quickly.
You value confidentiality, reliability, and being the steady operational backbone behind a busy founder.

Responsibilities

Own Outlook/mail.com inboxes: triage, prioritize, label, and draft replies; maintain daily executive brief.
Take full control of scheduling across time zones; confirm/reschedule appointments and build buffers.
Implement time-blocking, reminders, recurring cadences, and SOPs that minimize missed or late meetings.
Set up and maintain Go High Level (GHL) pipelines, calendars, automations, forms/funnels, and campaigns.
Manage GHL contact lists, tagging/segmenting, and list hygiene; coordinate outbound and follow-ups.
Monitor GHL funnel/campaign performance and troubleshoot issues or propose improvements.
Draft, schedule, and publish posts on Instagram, Facebook, X, and TruSocial.
Repurpose content; perform light editing/design in Canva aligned to brand guidelines.
Maintain a content calendar and report on consistency and engagement trends.
Research corporate formation and state compliance (e.g., California vs. alternatives); track filing deadlines.
Coordinate domain registration and basic website setup with vendors; maintain a compliance calendar.
Document SOPs/processes and keep an organized knowledge base up to date.
Liaise with tenants and contractors; schedule maintenance and coordinate property tasks.
Maintain records in property management software (system TBD by client).
Create and manage an after-hours escalation playbook and coordinate on-call vendors for emergencies.
Communicate daily via OurLink; join scheduled calls via Google Meet as needed.
Use AI tools (Gemini, Claude, ChatGPT) to draft summaries, outlines, and first-pass content.
Handle sensitive data with strict confidentiality and comfort working under NDA.