Part Time Executive Assistant - 20480

 

Role: ​​​​​​Part Time EA
Company: Coaching and Leadership practice
Priority Location: LatAm
Working Hours: Part-time (20 hours/week), Eastern Standard Time (EST)
Type of contract: Remote
Type of job: Administrative
Start Date: As soon as suitable candidates are identified

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience. 

About the Company

We are a boutique executive coaching and leadership communication practice founded by an executive communication coach who helps senior leaders become more influential, confident, and effective communicators.

For more than five years, the founder has worked with CEOs, Vice Presidents, and senior executives across a wide range of industries, helping them develop executive presence, navigate difficult conversations, communicate with clarity, and become stronger leaders. Her work spans executive coaching, leadership development, workshops, and communication training delivered both virtually and in person.

What began as a small practice built around balancing entrepreneurship with raising a young family has evolved into a thriving business fueled almost entirely by referrals. Today, she spends approximately half of her time facilitating in-person leadership workshops and executive coaching engagements throughout the Greater Toronto Area, with the remainder delivered virtually.

As demand for her services continues to grow, she has reached a point where administrative responsibilities are limiting the amount of time she can dedicate to clients and business development. Rather than spending her evenings coordinating calendars, preparing workshop materials, conducting research, and managing invoices, she is looking for an exceptional Executive Assistant who can become a trusted operational partner.

This role represents the first dedicated hire within the business, making it an exciting opportunity for someone who enjoys helping founders build systems, create structure, and enable growth.

About the opportunity

This is much more than a traditional administrative assistant position.

You'll become the founder's right hand, helping ensure every client engagement runs seamlessly behind the scenes while allowing her to focus entirely on delivering exceptional coaching experiences.

You'll own scheduling, client coordination, executive support, research, meeting preparation, invoicing, and operational organization. Over time, you'll also help establish a stronger online presence through LinkedIn and social media support.

Because she works with senior executives and leadership teams, professionalism, discretion, and attention to detail are absolutely essential. Many client engagements involve confidential information protected by NDAs, so trust and confidentiality are critical components of the role.

The ideal person genuinely enjoys creating order from complexity, anticipates needs before being asked, and takes pride in making someone else's day significantly easier.

This position will begin at approximately 20 hours per week, with the expectation that it will transition into a full-time opportunity as the business continues to grow.

What you'll be doing

Executive Support

• Manage the founder's complex calendar and schedule

• Coordinate meetings with CEOs, executives, and corporate clients

• Handle frequent schedule changes and rescheduling requests professionally

• Serve as the primary point of contact for scheduling communications

• Prepare daily priorities and keep the calendar organized and optimized

Daily Executive Briefings

One of the most valuable responsibilities in this role will be preparing her for each day before it begins.

Each morning you'll provide an organized briefing that includes:

• Schedule for the day

• Client roster

• Previous meeting summaries

• Client goals and objectives

• Important discussion points

• Preparation notes

• Outstanding follow-ups

• Materials required for each engagement

The goal is for her to begin every day fully prepared without needing to search through notes or administrative systems.

Client Research & Meeting Preparation

You'll help prepare the founder for coaching sessions by:

• Reviewing previous coaching notes

• Organizing client information

• Conducting light company and industry research

• Preparing executive briefing documents

• Creating summaries and talking points

• Assembling workshop materials

• Organizing presentation resources

• Preparing printable materials and client binders for in-person workshops

Administrative & Operational Support

• Create and send invoices

• Track payments and maintain administrative records

• Organize documents and digital files

• Improve operational workflows

• Assist with miscellaneous administrative projects

• Maintain organized client information

LinkedIn & Marketing Support

As the business grows, she wants to establish a stronger professional online presence.

You'll assist with:

• LinkedIn management

• Scheduling content

• Coordinating social media posts

• Organizing content ideas

• Supporting light marketing initiatives

• Helping maintain consistency across professional channels

What We're Looking For

We're seeking someone who thrives in a high-trust partnership and enjoys supporting founders and executives.

The ideal candidate will have:

• Previous experience supporting executives, founders, consultants, or business owners

• Outstanding organizational skills

• Excellent written and verbal English communication

• Exceptional attention to detail

• Strong calendar management experience

• Experience coordinating multiple stakeholders

• Confidence working independently

• Strong research and information-gathering abilities

• Ability to prioritize competing responsibilities

• A proactive mindset that anticipates needs before they arise

• High levels of professionalism, maturity, and discretion

Confidentiality & Trust

Because this role supports executive coaching engagements, you'll regularly have access to confidential business discussions, leadership conversations, and sensitive client information.

The successful candidate must demonstrate:

• Complete professionalism

• Excellent judgment

• Absolute confidentiality

• Comfort working under NDAs

• Integrity in handling sensitive information

Trust is one of the most important qualities we're looking for.

Preferred Qualifications

While not required, we'd love to see experience with:

• Executive coaching businesses

• Consulting firms

• Professional services organizations

• Workshop coordination

• LinkedIn management

• Social media scheduling

• CRM systems

• Calendar management across multiple executives

• Google Workspace and Microsoft Office

Working Hours

• Approximately 20 hours per week

• North American business hours with overlap in the Eastern Time Zone

• Flexibility to occasionally support changing executive schedules

Why This Role is Unique

This isn't simply an administrative position—it's an opportunity to become an integral part of a growing leadership coaching business at an exciting stage of growth.

The founder has spent the past five years building a highly respected practice through exceptional client work and word-of-mouth referrals. She's now reaching a point where demand exceeds capacity, and she needs someone she can truly rely on to take ownership of the operational side of the business.

Your work will directly enable her to spend more time coaching senior leaders, growing the business, and serving clients at the highest level. As the business continues to expand, this role is expected to grow alongside it, creating significant opportunities for increased responsibility and a transition into a full-time position.