• Manage complex calendars, scheduling, and meeting coordination for senior leaders • Coordinate travel arrangements, itineraries, and expense reporting • Prepare correspondence, presentations, and meeting materials • Serve as the point of contact for internal and external stakeholders, ensuring timely and professional communication • Organize onsite and offsite meetings, events, and team activities • Maintain confidentiality of sensitive information and demonstrate sound judgment • Track and follow up on action items, ensuring deadlines are met and information flows smoothly • Support office operations, including supplies, facilities requests, and vendor coordination • Assist with special projects as needed, often handling them from concept through execution • Anticipate needs, identify gaps, and proactively implement solutions that improve efficiency

For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive. As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022! Job Description: This role is designed for a highly organized professional who thrives on creating structure, clarity, and calm in a fast-paced environment. As an Executive Office Coordinator, you will act as the operational backbone of the day, ensuring communications, schedules, and deadlines are handled seamlessly. Your work will directly impact productivity by allowing leadership to focus on high-level priorities without worrying about inboxes, follow-ups, or missed details. You will manage communications with confidence, anticipate needs before they arise, and bring consistency to daily operations. This role is ideal for someone who takes ownership, communicates clearly, and finds satisfaction in making someone else’s workday run effortlessly. • ​ Monthly Compensation Range: 1,060 to 1,150 USD Responsibilities include, but are not limited to: - Coordinate communication with internal team members - Follow up with the executive on tasks and commitments - Track deadlines and ensure deliverables are completed on time - Manage calendar scheduling and appointments - Monitor communications and prioritize urgent messages - Draft and send email responses on behalf of the executive - Monitor team deadlines to prevent missed tasks - Organize and triage the executive inbox - Maintain daily operational organization and consistency Requirements: • Minimum 1 year of prior experience working as an executive assistant required • Excellent English written and verbal communication skills • Ability to understand and work with legal terminology • Spanish-speaking skills ideal but not mandatory • Strong time management and organizational skills • Proactive and detail-oriented mindset • Ability to anticipate needs and prioritize urgent matters • Independent problem-solving ability • High level of accountability and reliability • Comfortable managing confidential information • Systems-focused with a process-improvement mindset • Location and timezone: Remote, Eastern Standard Time (EST) • Working Hours: Monday to Friday from 8AM to 5PM EST • Expected call volume: Light to moderate • Software and Tools Required: - CRM: Lawcus, Go HighLevel - Email/Calendar: Office 365, Calendly, Zoom Work Shift: 8:00 AM - 5:00 PM [EST][EDT] (United States of America) Languages: English, Spanish Ready to dive in? Apply now and make sure to follow all the instructions!  Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process. Please keep an eye on your email and WhatsApp for the next steps. A recruiter will be assigned to guide you through the application process. Be sure to check your spam folder as well.

• Answer and manage inbound calls on behalf of the founder • Screen, triage, and route calls and messages appropriately • Draft and send routine correspondence as directed • Follow up on open items and ensure nothing falls through the cracks • Own the founder's calendar and keep it clean, accurate, and current • Schedule and confirm meetings, calls, and appointments • Coordinate with external contacts to align availability • Anticipate scheduling conflicts and resolve them proactively • Handle day-to-day administrative tasks including data entry, document management, and file organization • Manage basic record keeping and maintain organized systems for contacts, documents, and recurring tasks • Support ad hoc requests as they arise and close loops without being reminded • Help build simple processes and routines that make operations run more smoothly over time

• Streamline executive workflows, ensuring the CEO’s time and priorities are optimized. • Maintain operational visibility across all tasks, projects, and team commitments. • Support timely and efficient decision-making by the CEO and leadership team. • Improve company productivity by maintaining organized systems and dashboards. • Enhance team accountability and alignment across priorities, deliverables, and deadlines. • Manage the CEO’s calendar, scheduling, and daily priorities across multiple time zones. • Coordinate travel logistics including flights, accommodations, transportation, and meetings. • Organize internal and external meetings, including board-level discussions. • Handle professional and occasional personal administrative tasks for the CEO. • Ensure the CEO’s schedule aligns with company priorities. • Act as the central operational coordinator for all key tasks and projects. • Track company priorities, deadlines, and deliverables across team members. • Follow up with team members to ensure commitments are completed. • Identify blockers or risks and escalate proactively to leadership. • Maintain operational visibility to keep the team aligned and productive. • Maintain and optimize the company’s Notion workspace. • Track project updates, task ownership, and company-wide priorities. • Ensure accountability by monitoring responsibility for deliverables and deadlines. • Keep documentation and workflows updated as the company evolves. • Support the CEO in maintaining a clear operational dashboard. • Manage meeting documentation by converting discussions into structured tasks. • Join Zoom meetings to capture action items and summarize key outcomes. • Brief the CEO on takeaways, priorities, and next steps after meetings. • Facilitate team access to the CEO for decisions or approvals. • Assist with onboarding logistics for new team members when necessary. • Support operational improvements and process enhancements as the company grows.