[Hiring] Executive Assistant (Chief of Staff) @Hire Overseas

Role Description

We're looking for an Executive Assistant who operates more like a thought partner and builder than a traditional admin. This role sits at the intersection of executive support, systems thinking, and project execution. You'll work closely with the principal to figure out priorities, solve problems, build processes from scratch, and turn ideas into actual output.

There is no fixed task list here. You'll need to ask the right questions, identify what needs to happen next, and operate confidently in an environment where things are still being built. If you thrive on ambiguity and can move between strategic brainstorming and hands-on execution without losing momentum, this role is a strong fit.

Responsibilities

• Work directly with the principal to identify priorities, clarify direction, and determine what needs to happen next
• Serve as a sounding board for ideas, new initiatives, and problem-solving sessions
• Translate ambiguous challenges into clear next steps and actionable plans
• Communicate proactively via WhatsApp, email, and Zoom, including async updates when the principal is traveling
• Build workflows, systems, and processes from scratch, documenting them as they're developed
• Identify gaps in how things are running and propose improvements without being asked
• Take on short-term projects and drive them to completion, turning ideas into concrete documents, plans, or systems
• Manage multiple initiatives simultaneously without losing track of details
• Handle personal and family-related tasks delegated by the principal with discretion and complete confidentiality

Qualifications

• Experience in an EA, chief of staff, operations, or strategic support role where you were trusted to figure things out rather than follow a defined playbook
• Strong critical thinking and problem-solving instincts, identifying what needs to happen and acting on it
• Comfortable operating in ambiguous, fast-moving environments without a clearly defined daily structure
• Resourceful and proactive, asking the right questions and closing the loop without being told
• Strong written and verbal English communication across both async and real-time formats
• Organized and detail-oriented, managing multiple threads simultaneously
• Discretion and trustworthiness when handling personal, family, or sensitive matters

Nice to Have

• Technical background, including familiarity with developer tools, product thinking, or systems design
• Experience building internal tools, workflows, or SOPs from scratch
• Background supporting a founder, solo operator, or early-stage startup
• Comfort with tools like Notion, Zapier, or similar productivity and automation platforms

Work Schedule

• 100% remote setup so you can work wherever you're most productive
• This position operates on a full-time basis, with dedicated hours to ensure alignment with the team and delivery of quality work
• Availability during US business hours

Compensation & Time Off

• Compensation paid in USD
• Paid bi-monthly on the 15th and 30th
• Paid Time Off according to company policy
• Holidays observed according to company guidelines

Application Requirements

• Please submit an updated resume
• A 1–2 minute Loom video introducing yourself, describing a situation where you had to figure out priorities or solve a problem without clear direction, and explaining how you approach ambiguity when the path forward isn't obvious
• Only candidates who submit a Loom video will be moved to the next step of the hiring process.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

• Initial Application - Submit your application and complete our prequalifying questions
• Video Introduction - Record a video introduction to showcase your communication skills and work experience
• Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
• Recruitment Interview - Initial screening with our talent team
• Executive Interview - Meet with senior leadership to discuss role alignment
• Client Interview - Final interview with the client team you'd be supporting
• Background & Reference Check - Professional reference verification
• Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.