Department: Operations Department
Terms of Employment: 12-month renewable contract
Availability: Immediate
Reports To: Chief Executive Officer (CEO)
Work Schedule: Flexible remote hours (core availability required for feedback & communication within 8am–6pm WAT)
Working Tools Required
- Laptop
- Reliable internet connection
- Google Workspace (Google Drive, Docs, Sheets, Calendar)
- Slack
- Trello
- WhatsApp Business
- Telegram
- Canva (provided)
- Dropbox (provided)
- Presentation tools (Google Slides/PowerPoint)
- AI productivity tools approved by company policy
- Documentation/project management tools
Position Overview
The Executive Assistant to the CEO is responsible for protecting the CEO’s time, improving company execution, managing communication flow, and ensuring operational priorities move forward without constant CEO involvement.
This role serves as the CEO’s right hand by converting ideas, decisions, and goals into organized actions, follow-ups, systems, and completed projects.
You will manage executive administration, coordinate team accountability, organize information, prepare reports, support internal systems, and ensure the CEO focuses on high-impact responsibilities, including strategy, content creation, speaking, coaching, partnerships, and company growth.
This role requires a high-ownership individual who believes in responsibility, initiative, and solution-focused execution. The Executive Assistant is expected to operate with a “figure-it-out” mindset: identifying problems, researching solutions, making recommendations, and reducing dependency on the CEO for everyday decisions.
Core Role KPIs and Metrics (Weekly & Monthly)
- 100% CEO calendar accuracy with zero missed meetings or commitments
- 95–98% task completion accuracy
- CEO response requirement reduced by at least 50% within 60 days
- Weekly departmental reports collected and summarized on time
- 100% follow-up tracking completion
- CEO weekly priority dashboard updated consistently
- Meeting notes/action points delivered within 24 hours
- Zero missed important deadlines
- Maximum 5 minutes internal communication response time during working hours
- SOP documentation updated weekly
- Reduction in repeated operational issues
- 90%+ team accountability tracking accuracy
- 100% weekly report accountability tracking across assigned departments
- Zero repeated reminders required for owned responsibilities
- Consistent completion of assigned tasks within agreed deadlines
- Demonstrated initiative by identifying and solving operational gaps monthly
- Continuous improvement contribution: minimum 1 workflow/process improvement recommendation monthly
- Annual professional development commitment completed
Strategic Work (High-Level Responsibilities)
- Build and maintain systems that protect CEO focus time.
- Help CEO prioritize important decisions, projects, and opportunities.
- Convert CEO ideas into organized action plans.
- Prepare CEO briefing documents before meetings.
- Ensure the CEO spends majority of time on high-value activities.
- Track progress of key company projects.
- Identify operational bottlenecks and recommend improvements.
- Coordinate execution between departments.
- Ensure important initiatives do not lose momentum.
- Create visibility around what needs CEO attention.
- Manage weekly departmental reporting processes.
- Confirm team submissions and completion of assigned responsibilities.
- Review updates and summarize important insights.
- Highlight decisions, risks, and urgent issues requiring CEO input.
- Improve internal communication and accountability systems.
- Support creation and improvement of SOPs.
- Organize internal workflows.
- Improve Trello, Google Drive, Slack, and documentation structures.
- Identify repetitive problems and create scalable solutions.
- Support CEO relationship management.
- Manage outreach workflows.
- Track partnership conversations.
- Draft professional communication when required.
- Ensure important relationships receive timely follow-up.
Tactical Work (Daily & Operational Responsibilities)
- Manage CEO calendar, scheduling, reminders, and priorities.
- Organize CEO emails and important messages.
- Manage CEO brand communication channels where assigned.
- Create daily and weekly CEO priority lists.
- Track CEO commitments and follow-ups.
- Prepare meeting agendas.
- Take meeting notes and document action items.
- Follow up with team members on pending deliverables.
- Collect weekly departmental reports.
- Summarize reports and highlight CEO action points.
- Maintain CEO dashboard.
- Upload training videos and organize course materials.
- Write training descriptions and organize learning content.
- Create presentation slides from CEO ideas or outlines.
- Maintain organized Google Drive files.
- Update Trello boards and project trackers.
- Document repeated workflows into SOPs.
- Support onboarding documentation.
- Research information needed for CEO decisions.
- Assist with administrative coordination.
- Track deadlines across departments.
- Ensure CEO decisions are documented and executed.
Performance Expectations (First 90 Days)
- Reduce CEO operational involvement by at least 50%.
- Ensure CEO receives summarized decisions, not raw information.
- Manage accountability systems independently.
- Maintain accurate reporting dashboards.
- Build core administrative SOPs.
- Improve communication flow between CEO and team.
- Operate with minimal supervision.
What We Are Looking For
We are looking for a highly organized, proactive, and intelligent operator who enjoys creating order from chaos.
You should be the person who notices:
“This keeps happening. How can we create a system so it stops?”
Not:
Tell me exactly what to do.
- You must enjoy supporting visionary leaders, organizing moving pieces, coordinating people, solving problems, and turning ideas into execution.
- We value people who think before escalating. When challenges happen, the expectation is not perfection but ownership. Come with observations, possible solutions, and recommendations.
- Example: Instead of “I don’t understand this task,” we expect: “I reviewed this, I found these possible approaches, and I recommend option A because…”
- You should be someone who does not wait for instructions when faced with challenges. You research, think critically, propose solutions, and communicate clearly.
- We value people who take responsibility for outcomes, not just assigned tasks.
What We Are NOT Looking For
- Someone who waits for constant instructions instead of taking initiative and finding solutions.
- Someone who needs repeated reminders, close monitoring, or external pressure to complete responsibilities.
- Someone who brings problems without thinking, researching, or recommending possible solutions.
- Someone who struggles with speed, accountability, deadlines, or working in a high-performance environment.
- Someone who is uncomfortable with feedback, learning, growth, and continuously improving their skills.
DO NOT APPLY IF:
- You prefer being told exactly what to do every step of the way.
- You avoid responsibility when mistakes happen.
- You regularly miss deadlines or need multiple reminders.
- You are uncomfortable with ownership, structure, accountability, and measurable results.
- You want a role where time spent matters more than value created.
Why You Will Love Working Here
- Work directly with the founder of a growing education-based travel brand.
- Learn business strategy, operations, marketing, and leadership.
- High ownership environment where your ideas matter.
- Opportunity to build systems from the beginning.
- Remote work flexibility.
- Personal and professional development opportunities.
- Clear growth path to chief of Staff or director of operations
Compensation & Benefits
- Gross monthly salary: #200,000
- Remote work environment
- Internet support of #30,000 monthly
- Professional development opportunities
- Access to internal training resources
- Growth-based role progression
- Performance-based bonuses (based on company policy)
Personality Skills Required
- High Ownership & Accountability Mindset
- Proactive Initiative & Figure-It-Out Mentality
- Excellence & High Personal Standards
- Speed of Execution & Reliability
- Strong Attention to Detail & Organizational Thinking
- Clear, Respectful & Professional Communication
- Emotional Intelligence & Self-Awareness
- Integrity, Loyalty & Confidentiality
- Adaptability & Calm Problem-Solving
- Leadership Potential With a Service Mindset
Role-Qualifying Skills Required
- Executive administration
- Calendar management
- Project coordination
- Task prioritization
- Report preparation
- Documentation and SOP creation
- Google Workspace proficiency
- Team coordination
- Professional writing
- Presentation preparation
- Research skills
- Digital organization
- Workflow improvement
- Basic operations management
CEO Working Standards
The Executive Assistant must understand and protect the CEO’s operating principles:
- Protect CEO focus time by managing unnecessary communication access.
- Maintain professional boundaries between CEO, clients, and internal communication channels.
- Ensure CEO receives summarized decisions and priorities, not constant interruptions.
- Protect CEO personal time, including non-working periods and scheduled breaks.
- Maintain professional relationships within the team.
- Represent the CEO with courtesy, respect, and professionalism.
- Handle confidential business and personal information with discretion.
Special Requirements
- Must maintain strict confidentiality of CEO and company information.
- Must be comfortable working directly with leadership.
- Must handle multiple priorities without losing details.
- Must communicate delays before they become problems.
- Must be comfortable following up with team members.
- Must enjoy building structure in a fast-growing environment.
- Must be willing to grow beyond administrative responsibilities.
Education / Certifications
Minimum:
- Bachelor’s degree required
Preferred fields:
- Business Administration
- Management
- Marketing
- Communication
- Project Management
- Operations
- Related fields
Additional certifications in administration, project management, or operations are an advantage.
Experience
- Minimum 2–3 years experience as:
- Executive Assistant
- Administrative Assistant
- Project Coordinator
- Operations Assistant
- Founder Assistant
- Similar support role
Preferred:
- Experience supporting founders/executives
- Experience in startups or fast-growing businesses
- Experience working remotely coordinating teams
- Experience supporting a leader with multiple projects or businesses
- Experience coordinating people and holding teams accountable
- Experience creating structure from unclear or changing environments
Job Qualifications
The successful candidate must demonstrate:
- Ability to manage CEO priorities independently
- Strong organizational systems
- Excellent communication skills
- Strong judgment and decision-making
- Ability to anticipate needs
- High execution speed
- Ability to turn unclear ideas into organized action
- Strong alignment with Your Japa Buddy’s values
Disclaimer Statement
P.S. This role will be updated consistently as the company grows. Also, you will be involved in updating this job description and its hiring process as you grow in your role.
P.P.S. The goal is not only to support the CEO but to grow into a stronger operational leader who helps build the systems, structure, and execution culture of Your Japa Buddy
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