Executive Assistant (FLA)

About This Opportunity

Our talent team is representing a confidential business brokerage and M&A advisory firm serving clients across the Southwest United States. We're seeking a highly skilled Executive Assistant to support senior leadership through complex, high-value transactions.

This is a full-time, remote position working Arizona timezone (8am-5pm). You'll serve as the right hand to the leadership team, managing calendars, client communications, CRM systems, and transaction coordination for a fast-moving organization that works with high-net-worth business owners on multimillion-dollar deals.

Responsibilities

Calendar & Meeting Management

• Manage executive calendars, coordinating appointments with buyers, sellers, clients, and stakeholders
• Act as gatekeeper—confirming identities, meeting purposes, and whether meetings warrant executive time
• Prepare meeting briefs with relevant context and history before each call
• Build in calendar buffers and calculate travel time to prevent back-to-back scheduling
• Monitor schedules throughout the day, sending reminders and proactive updates

Phone & Client Communication

• Serve as first point of contact for incoming calls, ensuring no opportunity is missed
• Follow up on after-hours calls and voicemails
• Route callers appropriately based on their needs (prospective sellers, buyers, existing clients)
• Communicate professionally and confidently with high-net-worth clients and business owners

Buyer Outreach & Pre-Qualification

• Support outbound calls to potential buyers when listings need additional activity
• Use established qualification questions to determine buyer readiness
• Schedule qualified leads with brokers or route to appropriate follow-up processes
• Follow up on conversations initiated through AI-driven outreach

Inbox Management

• Manage shared executive inbox with potential for individual inbox access over time
• Provide human oversight to AI-supported email tools
• Take direct action on items within your authority rather than simply forwarding
• Implement stronger inbox systems including filters, folders, and prioritization rules
• Support cleanup of email backlog and re-engage old opportunities

CRM & Pipeline Management

• Maintain clean, accurate records across multiple CRM systems (GoHighLevel, SimPro, Zoho)
• Keep deal pipelines updated so executives can quickly assess opportunity status
• Support new business listings, marketing profiles, and buyer inquiries
• Assist with buyer outreach and pre-qualification using established processes

Transaction Documentation & Logistics

• Learn internal documentation systems used throughout the brokerage process
• Prepare and draft transaction documents using templates for executive review
• Coordinate electronic signatures and supporting materials for client meetings
• Organize logistics for team meetings and workshops, including room bookings and virtual setup

AI & Systems Support

• Work comfortably with AI and automation across email, calendar, and outreach
• Monitor AI-supported processes to catch anything that falls through the cracks
• Use tools like ChatGPT, Claude, and other AI platforms as part of daily workflow
• Help document and improve systems and processes as the business scales

What We're Looking For

Must-Have Qualifications:

• Proven Executive Assistant experience supporting C-level executives or senior leaders
• Demonstrated ability to work autonomously and proactively, anticipating needs several steps ahead
• Sharp attention to detail, especially with calendar management, client communications, and transaction details
• Comfort and polish communicating with high-net-worth clients and business owners
• Tech-forward mindset with ability to learn AI tools and multiple software systems quickly
• Full-time availability with no competing commitments and genuine interest in long-term role
• Experience with ChatGPT, Claude, and other AI platforms

Nice-to-Have Qualifications:

• Spanish language skills
• Background supporting entrepreneurs or founders
• Familiarity with CRM systems and automation (GoHighLevel experience a plus)
• Prior hands-on experience with AI tools in a professional setting

Technical Requirements:

• Professional remote setup: clean background, quality camera and microphone, strong internet connection
• Comfort with Google Workspace, Zoom, Zoho CRM, Zoho Sign, and AI platforms
• Business casual attire for meetings

How We Work With You

Candidates apply directly through Get A Job.ai. Our recruiting team will conduct an initial screening to assess fit and qualifications. Qualified candidates will then be submitted to our client for their consideration. Please do not attempt to contact the client directly—all communication should flow through our talent team to ensure a professional process for everyone involved.

This role offers substantial growth potential as the first high-level administrative hire, with opportunities to mentor future team members as the organization expands. You'll work directly with leadership in a high-trust environment, gain cutting-edge exposure to AI tools and platforms, and support meaningful, high-impact work on multimillion-dollar transactions.

Benefits include:

• 13th month bonus
• Permanent work-from-home setup
• Health insurance
• Dental insurance
• Mental health insurance
• Performance-based raises
• Prizes and bonuses

Pay

This position is currently listed without specific compensation information. Please inquire during the application process for current pay details.

Equal Employment Opportunity

Get A Job.ai is committed to fair and equitable recruiting practices. We work with clients across industries to connect qualified candidates with meaningful opportunities, and we evaluate all applicants based on qualifications and fit for the role.