Executive Assistant for Barrell Recruiting

Job Title: Executive Assistant

Type: Full-Time, Remote

Working Hours: Mondays – Fridays, aligned with U.S. Eastern Time (EST/EDT)

Compensation: USD $1,600-$2,000/month (Salary based on assessment)

Location: Latin America / Central America

About the Company

We are a career coaching and executive branding firm dedicated to helping professionals advance their careers through strategic resume optimization, lead generation, company introductions, and comprehensive interview and offer stage support. Our mission is to empower job seekers with personalized coaching and strategic networking to secure positions at top-tier companies. We work with high-performing professionals and maintain strong relationships with enterprise and mid-market clients across various industries.

Job Description

We are seeking a proactive, detail-oriented Executive Assistant to support all operational and administrative functions of our career coaching business. This role is essential to managing client relationships, streamlining business processes, maintaining accurate records, and enabling our leadership to focus on high-impact coaching and business development activities.

Responsibilities

1. Calendar & Schedule Management: Manage executive calendar, schedule client calls and onboarding meetings, coordinate calendar logistics, and handle scheduling conflicts or rescheduling requests.

2. Email & Communication Management: Monitor and respond to client inquiries, manage email workflows, draft professional communications, and ensure timely follow-ups on all client touchpoints.

3. Client & Sales Pipeline Management: Track client engagement, manage the sales funnel, identify no-shows or at-risk engagements, conduct follow-up outreach to reschedule missed appointments, and maintain organized pipeline records.

4. Contract & Document Preparation: Prepare client contracts using DocuSign, organize contract templates, manage document workflows, and ensure all agreements are properly executed and filed.

5. Resume Formatting & Optimization: Format client resumes according to established brand templates, ensure consistency in design, layout, and professional presentation, and make revisions per client feedback.

6. AI-Powered Research & Outreach Support: Utilize AI tools (ChatGPT, Claude, etc.) to research target companies based on client profiles, enrich company and contact data, identify decision-makers and contact information, and draft personalized outreach email templates for client introductions.

7. CRM Management: Maintain accurate records in Go High Level CRM, track client progress through coaching stages, update pipeline status, and generate reports on client engagement metrics.

8. Process Automation & Optimization: Identify repetitive tasks and suggest automation opportunities, recommend new tools or workflows to improve efficiency, implement process improvements, and continuously seek ways to streamline operations.

Requirements

Administrative & Professional Skills:

1. Fluent in English with accent neutrality for professional client communication

2. Strong organizational skills with meticulous attention to detail

3. Excellent written and verbal communication abilities

4. Ability to manage multiple priorities and deadlines simultaneously

Technical Proficiency:

1. Advanced Excel skills (formulas, data organization, reporting)

2. Experience with CRM platforms (Go High Level preferred, or similar systems)

3. Comfortable learning and using AI tools (ChatGPT, automation platforms, etc.)

4. Proficiency with Google Workspace, Microsoft Office, and cloud-based collaboration tools

5. Experience with DocuSign or similar e-signature platforms

Experience & Competencies:

1. 1-3 years of executive assistant, administrative, or operations experience

2. Background in sales, business development, or client-facing roles is a plus

3. Demonstrated critical thinking and problem-solving abilities

4. Proactive mindset with ability to identify inefficiencies and suggest improvements

5. Comfortable with ambiguity and able to work independently with minimal oversight

Preferred Qualifications:

1. Experience managing sales pipelines or client engagement workflows

2. Familiarity with career coaching, recruiting, or talent development industries

3. Experience with automation tools or workflow optimization platforms

4. Knowledge of email outreach best practices and CRM workflows

What We're Looking For

Beyond technical skills, we value candidates who:

1. Think critically and go beyond following standard operating procedures

2. Take ownership of their role and suggest process improvements

3. Are comfortable learning new tools and technologies quickly

4. Communicate proactively and ask clarifying questions when needed

5. Demonstrate reliability, professionalism, and strong work ethic

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