Executive Assistant – Coaches, EOS, Consultants

ScaleSource

Executive Assistant supporting U.S.-based coaches and consultants with inbox and calendar management. Responsible for effective communication, meeting prep, and client onboarding tasks.

Posted 7/20/2026full-timeRemote • 🇨🇴 ColombiaMid-LevelSenior💰 $1,500 per monthWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in managing executive communications, scheduling, and administrative tasks, ensuring seamless operations for launches, webinars, and client onboarding. Proficient in triaging communications and maintaining organized client records while effectively coordinating with contractors and managing follow-ups.

Highest-signal resume keywords

Inbox Triage ManagementCalendar ManagementClient Onboarding SupportFluent English CommunicationProject Coordination

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Communication ManagementMeeting PreparationFollow-Up TrackingDocumentation MaintenanceTask Management

Soft Skills

JudgmentAttention to DetailAdaptability

Tools & Technologies

Google WorkspaceZoomCalendlySlackClickUpAsanaHubSpotGoHighLevelKajabi

Industry Keywords

Founder SupportClient ManagementEvent CoordinationWebinar Administration

About the role

Key responsibilities & impact

Run the founder's communication and schedule so they never have to think about it
Responsible for managing inbox, calendar, meeting prep, follow-up, and CRM updates
Triaging communications with judgment — knowing what needs the founder's attention and what doesn't
Drafting and sending replies in the founder's voice, indistinguishable from their own writing
Keeping the calendar protected and meeting prep ready well ahead of time
Making sure every meeting generates its follow-ups and every follow-up gets closed
Running the admin machine behind launches, webinars, and onboarding
Supporting webinar, launch, and client onboarding admin end to end
Keeping every moving piece of a launch or onboarding sequence on track without dropped steps
Tracking action items from meetings and planning sessions with owners and due dates
Coordinating contractors — designers, VAs, tech support — so deliverables land on time
Maintaining client records, notes, and deliverable handoffs
Keeping documentation clean enough that anyone stepping in could understand client history and status immediately
Protecting the founder's focus by absorbing the small stuff completely

Requirements

What you’ll need

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
3+ of these tools for 12+ months: Google Workspace, Zoom, Calendly, Slack, ClickUp/Asana, HubSpot, GoHighLevel, Kajabi
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

Benefits

Comp & perks

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