Executive Assistant

A media personality and entrepreneur juggling several active businesses — a media/TV production business (including pitching new shows to networks like Discovery Channel), an e-commerce venture, an international food export/import brand, and brand partnership and corporate experience work. He needs a highly capable, proactive Executive Assistant to take ownership of the administrative and operational "back end" so he can focus on being in front of the camera and building the business. This role has real room to grow — a strong performer can expect to move to full-time within a few months.

Key Responsibilities

Administration & Scheduling

• Manage calendar, send meeting invites and coordinate scheduling across multiple international time zones
• Liaise directly with Mario's contacts to confirm meeting times, following up as needed
• Handle general day-to-day administrative tasks

Travel & Bookings

• Book flights, hotels, accommodation and rental cars
• Research thoroughly to find the best available deals (cost-consciousness is important — avoid overpaying for flights/hotels when better options exist)

Presentations & Materials

• Build presentations/decks in Canva or Keynote from Mario's verbal direction (e.g., brand partnership pitches, show proposals), delivering a polished PDF slideshow as the end result
• Coordinate with a graphic designer when needed, managing the brief and gathering the required information

Research & Business Support

• Conduct research and organize findings across Mario's ventures — e-commerce, international food export/import, and media business
• Take open-ended requests and run with them independently, bringing back organized, actionable information

Communication

• Work primarily via WhatsApp, iMessage, and voice notes rather than email — Mario prefers talking through tasks rather than writing lengthy emails
• Draft and send emails on Mario's behalf based on voice notes or verbal instructions

What We're Looking For

• Strong, proactive communicator — comfortable receiving instructions via voice note, text, or call and turning them into action without heavy hand-holding
• Solution-oriented self-starter who can take a loosely defined task and figure out how to get it done
• Solid research skills and attention to detail, especially around travel bookings and cost comparisons
• Comfortable with Canva and/or Keynote (or willing to learn quickly); Mac user
• Reliable availability aligned to EST during core hours, Monday–Friday, with some flexibility as Mario travels internationally
• Trustworthy and discreet — this role may eventually include purchasing access (e.g., booking on a company card)
• Prior experience as an EA/PA in a fast-moving, entrepreneurial, or startup environment is a plus

Logistics

• Location: Remote
• Hours: 20 hrs/week to start (part-time), Monday–Friday, EST-based, most work is not time-sensitive (24-hour turnaround is generally fine)