Offer summary

Qualifications:

Fluent in English with strong written and spoken communication skills., Proven experience as an Executive Assistant or in a similar administrative role., Proficiency in project management and digital organization tools, including familiarity with AI tools and transcription software., Highly organized, proactive, and capable of managing multiple tasks independently..

Key responsabilities:

Support the Founder by managing tasks, scheduling meetings, and ensuring deadlines are met.

Organize meeting transcripts, extract key points, and manage action items in project management tools.

Handle email communication by organizing the inbox, drafting responses, and flagging high-priority messages.

Maintain organized project files and documentation, ensuring all tasks are tracked and completed on time.

Job description

About Generous Industries

At Generous Industries, we believe that good jobs change lives. Our mission is to connect skilled professionals with businesses that value their contributions and are committed to hiring the right way.

⚠️ Please remember that your resume and application should be in English to be considered for the position. Otherwise, your application will be rejected.

🤓 Please review the application carefully when you are applying; we have very specific instructions.

AlterEgo Marketing - The Company

At AlterEgo Marketing, we care enthusiastically. We pride ourselves on helping business owners rediscover their passion and excitement for what they do.

A favorite quote that drives our approach is: 'It’s hard to read the label when you’re inside the bottle.'

Most business owners are so consumed with running their businesses—managing payroll, operations, and day-to-day challenges—that marketing often falls by the wayside. They struggle to effectively tell their own story. That’s where we come in.

We work with passionate business owners who believe they have something special, and we help them unlock the full potential of their brand. Our approach is holistic—we don’t just execute tactics; we define a strategy that ensures every marketing dollar is spent effectively.

Join Our Team

We're looking for a proactive Executive Assistant to be the central hub of our operations and efficiency. In this role, you'll work closely with our Founder, Nic Skovgaard, and operations lead, Friday, to streamline meeting follow-ups, company-wide tasks and project management organization and execution.

This is the perfect position for someone who is highly independent—you have a bias for action: researching and finding solutions on your own instead of waiting for instructions. We want someone who is comfortable challenging decisions, asking all types of questions, and proposing solutions, changes, or alternative paths of action. This may not be the right position for you if you prefer a lot of structure and established processes; however, it could be the right fit if you enjoy building that structure and owning of those processes.

You'll fit right in if you are very organized, LOVE working in fast-paced environments with many abstracts, are tech-savvy and thrive on organizing things and turning large amounts of information into specific plans to put into action!

Responsibilities

Founder Support & Coordination:

Ensure that Nic (our Founder) stays laser-focused on his priorities:
- Review his pending tasks/projects/promises and bring up anything that needs follow through.
- Ask clarifying questions to ensure absolutely everything gets documented and assigned.
- Check his assignments and solve anything that can be solved or follow up with him to ensure things get done.
Help schedule meetings and manage Nic’s calendar.

Keep track of internal check-ins and ensure key deadlines are met.
Handle recurring admin tasks (e.g., invoicing reminders, reporting reminders).
Daily check-ins with Nic using the '1-3-1' method (1 problem, 3 solutions, 1 recommendation).
- Compile all information so he has a quick and clear overview of items for him to decide on.
- We count on you to help him prioritize, hold Nic accountable for his deliveries, and maintain a good global view of what's happening, what is coming, and what is needed. Our goal is to prevent fires from happening!

Meeting & Task Processing:

Retrieve meeting transcripts and extract key points and action items using our custom tools.
Organize action items into projects and tasks with precise details, assignments and deadlines in Basecamp.
Send client follow-up emails summarizing meeting topics and agreements and outlining the next steps.

Task & Workflow Management:

Track ongoing projects and tasks to ensure nothing falls through the cracks.
Proactively communicate with team members to clarify tasks.
Send daily progress reports to the team.

Email & Communication Management:

Clear out and organize Nic’s inbox.
- Triage incoming emails and convert relevant requests into actionable tasks
- Flag high-priority emails that require Nic's direct attention (and ensure he gets to them on time)
Draft responses based on Nic’s voice and preferred communication style.
- Including follow-up emails & client check-ins.

Compile daily deliverables and follow-ups for Nic to review, send or do.

Project & Documentation Organization:

Maintain organized project files, client notes, and reference materials in Google Drive and Basecamp.
Create, update and manage a knowledge base or SOPs for repetitive workflows.
- You will be our knowledge base owner!
Ensure all deliverables and tasks are documented in Basecamp and assigned to be completed timely.

Client Interaction & Follow-Ups

Manage client reminders for upcoming meetings and deliverables.
Ensure consistent client communication for retainers and ongoing projects.

What We Offer

Competitive full-time salary between USD $1,800 to $2,200 per month
Internet stipend of USD 50 per month
Two weeks of PTO after the first 90 days.
Colombian National Holidays off
Opportunities for professional growth – We want you to be with us for a long time!
Training in advanced project management and AI tools

Requirements

You like proposing things, researching, and finding solutions on your own and you like organizing unstructured processes and share them with a team.
Fluent English: Very strong written and spoken English skills to ensure clear and professional communication.
Proven experience as an Executive Assistant, administrative coordinator, or in a similar role
Proficiency with project management tools and digital organization tools.
Familiarity with AI tools (like ChatGPT) and transcription software (Otter.ai)
Highly organized, proactive, and capable of managing multiple tasks independently
You must have your device and a reliable setup for remote work
Ability to work Monday to Friday both independently and collaboratively during key operating hours (8 AM - 5 PM CST)

Required profile