Executive Assistant (HR Consulting Firm)
South Africa / Philippines / Argentina / Colombia / Kenya
VA/EA – Operations /
Executive Assistant / Part-Time /
Remote
Role Overview
We are seeking a proactive, organized, detail-oriented Executive Assistant to support the President and Director of Business Development for a fast-growing HR consulting firm. This role requires a mix of clerical execution, client coordination, and project support. The ideal candidate will be comfortable working in a fast-paced, client crisis-driven environment while maintaining friendliness, accuracy and professionalism.
You will be responsible for ensuring client records are kept updated, contracts are maintained and accurate, email communications are handled, and client check-ins are executed consistently. This role is best suited for someone who thrives under pressure, takes initiative, has a “can do” positive attitude and can balance administrative detail with strategic awareness.
Key Responsibilities
● Client Management & Check-Ins
○ Assist with client check-ins and follow-ups.
○ Act as a liaison between executive team, consultants, and clients.
○ Maintain strong communication and ensure client touchpoints are not missed.
● Database & E-Blast Coordination
○ Maintain and update master client/lead lists in
●Excel.
○ Ensure new contacts and client changes are cross-checked with QuickBooks records.
○ Assist President and prepare and coordinate e-blasts, ensuring lists are segmented and campaigns are scheduled.
● Contract & Document Support
○ Update and maintain client contracts with accurate contact information and updated legal language.
○ Assist with DocuSign setup, tracking, and sending contracts for signature and saving new updated signed contracts.
○ Create and edit fillable Word and PDF forms (e.g., client intake forms).
● General Executive Support
○ Draft, proof, and send professional emails.
○ Prepare basic reports and status updates for the President.
○ Assist with filing, document sharing (Dropbox/Office 365), and organization.
○ Coordinate with marketing team and prepare article posting schedules/status updates.
○ Other duties as assigned by management.
Must-Haves
● 3+ years experience as an Executive Assistant, Administrative Coordinator, or VA.
● Advanced skills in Microsoft Office 365 (Excel, Word, Outlook, PowerPoint).
● Experience working with Dropbox or other cloud-based file sharing systems.
● Ability to create and edit fillable PDFs/Word forms.
● Excellent written and spoken English.
● Ability to work independently, with attention to detail and accuracy.
● Strong organizational and time management skills, with the ability to juggle multiple priorities.
● Proactive problem-solver who can suggest improvements and take initiative.
Nice-to-Haves
● Experience in HR, payroll, recruiting, or professional services.
● Familiarity with QuickBooks (for cross-checking client records).
● Prior experience liaising with marketing or external vendors.
● Crisis management skills and comfort working in fast-moving, high-priority environments.
This role is ideal for a proactive, fast-moving EA who thrives in an environment where priorities shift quickly and client satisfaction is paramount.
$500 - $700 a month
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