Executive Assistant

We are seeking a highly organized, proactive, and dependable **Executive Assistant** to serve as the operational right hand to the founder of a growing private care platform. This is a role for someone who takes initiative, follows through without reminders, and brings calm structure to a fast-moving, multi-faceted business. The ideal candidate manages multiple priorities simultaneously, communicates clearly, and is comfortable working independently across operations, scheduling, project coordination, and personal executive support.

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## Key Responsibilities

## Worker Scheduling & Coverage Management

- Manage and maintain worker schedules across approximately 10 active care placements
- Coordinate coverage quickly when care workers call out sick or become unavailable
- Communicate with workers via WhatsApp and other channels to confirm availability and assignments
- Maintain an organized scheduling system to prevent gaps in client care coverage
- Manage and monitor the two WhatsApp worker groups (1,000+ members each) for scheduling updates and announcements

## Project Follow-Up & Web Development Coordination

- Own follow-up with the web developer and any external vendors to ensure projects stay on track and on deadline
- Track open project tasks, deliverables, and timelines — flagging delays and pushing for accountability
- Serve as the communication bridge between the founder and contractors so nothing stalls due to lack of follow-up
- Maintain a project tracker with current status, next steps, and owner for each initiative
- Support the founder’s vision for transitioning the website into a scalable classified care search platform

## Administrative & Operations Support

- Handle invoicing, intake coordination, and client or worker profile checks as needed
- Manage the founder’s inbox, calendar, and daily task list — prioritizing what needs immediate attention
- Coordinate with the existing part-time administrator in Jamaica to provide direction and ensure tasks are completed
- Maintain organized records, files, and operational documentation across all business functions
- Support general business “house cleaning” — identifying and fixing gaps in processes, documentation, and systems

## Personal Executive Assistance

- Provide personal organizational support to help the founder stay focused and on top of priorities
- Manage scheduling across business and personal commitments, ensuring nothing is missed
- Assist with research, drafting communications, and coordinating logistics across multiple business areas
- Support the founder in transitioning out of direct care work by handling tasks that currently require her personal involvement

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## Requirements

## Essential

- Highly proactive — takes initiative, follows up without being asked, and does not let tasks slip through the cracks
- Excellent organizational skills with the ability to manage multiple moving parts across scheduling, admin, and projects simultaneously
- Strong written and verbal communication — clear, professional, and responsive
- Comfortable managing external contractors and holding them accountable to timelines
- Calm and decisive under pressure, especially when managing urgent scheduling coverage needs

## Technical

- Proficiency in WhatsApp for group communication and worker coordination
- Experience with scheduling tools, calendar management, and task tracking systems
- Comfortable with invoicing tools, Google Workspace, or similar administrative platforms
- Familiarity with AI tools such as Claude or ChatGPT for productivity and drafting
- Ability to learn and navigate new platforms and systems quickly

## Preferred

- Previous experience in a care staffing, home care, or healthcare administrative environment
- Background supporting a founder or executive in a high-volume, multi-function operational role
- Experience coordinating with remote contractors or managing vendor relationships
- Familiarity with staffing platforms, worker databases, or classified listing sites

To apply, please send your resume and self intro. Failure to comply will not be entertained. Thanks!