Role Summary
You’ll be Leo’s right hand—organizing schedules, managing communications, overseeing task flows, and ensuring nothing falls through the cracks. You’ll also supervise a junior assistant, coordinate with external vendors, and continuously refine our use of productivity tools.
Key Responsibilities
Calendar & Scheduling
* Maintain and optimize Leo’s calendars (internal, client, industry events).
* Proactively negotiate meeting times across time zones and resolve conflicts.
Email & Communication Management
* Triage Leo’s inbox: flag urgent items, draft responses, and archive or delegate routine requests.
* Implement and expand Gmail advanced features (filters, labels, canned responses).
Task & Project Coordination
* Own our ClickUp workspace: create tasks, set priorities, manage sprints, and generate status reports.
* Liaise with junior assistant to delegate and quality-check deliverables.
CRM & Client Tracking
* Update and maintain records in HubSpot: deals, tasks, meeting notes, follow-ups.
* Run pipeline reports and surface action items.
Research & Problem-Solving
* Conduct ad-hoc research (vendors, conference logistics, industry trends) and summarize findings.
* Troubleshoot technical or process issues; propose and implement solutions.
Process Improvement
* Audit existing workflows across calendar, email, ClickUp, and HubSpot; recommend and document optimizations.
* Train team members on advanced features and best practices.
Required Qualifications & Skills
Communication
* Excellent written and verbal English; clear, concise, professional tone.
Organization & Prioritization
* Demonstrated ability to juggle multiple high-priority items and re-prioritize on the fly.
Technical & Tool Proficiency
* ClickUp: advanced user (custom fields, automations, dashboards).
* HubSpot: CRM setup, deal management, basic reporting.
* Gmail: proficient with filters, labels, keyboard shortcuts, templates.
* Calendar: expertise in Google Calendar (scheduling links, resource booking, time-blocking).
Leadership
* Experience supervising or mentoring junior team members; clear feedback and delegation skills.
Research & Analysis
* Strong online research abilities; comfortable vetting sources and synthesizing information quickly.
Adaptability
* Resourceful and proactive when processes change or new tools are introduced.
Preferred Attributes
* Prior experience supporting a C-suite or founder directly.
* Familiarity with ERP consulting or professional services environments.
* Comfortable working in an offshore/remote model with overlapping U.S. hours (ideally 3–4 hours overlap EST).
* Self-starter who asks clarifying questions and anticipates needs without micromanagement.
ALL LINKEDIN REQUESTS WILL BE DENIED WHETHER IT IS A RECRUITER OR NOT.
