Assist World

About the Role We are looking for a highly organised, proactive, and experienced Executive Assistant /Operations & Marketing Coordinator to work closely with a founder who is managing several growing ventures across the forecasting, prediction markets, events, publishing, and e-commerce space. This is much more than a traditional administrative role. The successful candidate will become a trusted right-hand person, taking ownership of projects, keeping important deadlines on track, coordinating with external stakeholders, and ensuring that important tasks don't fall through the cracks. The role is ideal for someone who is highly organised, detail-oriented, confident, adaptable, and capable of figuring things out independently. A major focus initially will be supporting an upcoming high-profile conference in New York in December, alongside the production and publication of a monthly newspaper covering forecasting and prediction markets. What You'll Be Doing Conference & Event Support ● Coordinate and track marketing activities leading up to the December conference ● Draft and format marketing communications and promotional materials ● Communicate professionally with academics, professors, sponsors, and other stakeholders ● Collect abstracts, promotional materials, and other required information from speakers and sponsors ● Keep track of deadlines, deliverables, and outstanding items ● Help ensure all conference-related tasks remain on schedule ● Coordinate with external event partners and suppliers where required Publishing & Marketing ● Help manage the production of a monthly newspaper/publication ● Coordinate the collection of articles, advertisements, and other content ● Keep the publication timeline and production schedule on track ● Assist with formatting and preparing content for publication ● Coordinate with the printing company and manage the process of sending materials to print ● Support email/newsletter marketing and distribution ● Work with the appropriate mailing lists and newsletter platform ● Help draft and format marketing copy Executive & Business Administration ● Act as a highly organised extension of the founder ● Take ownership of recurring administrative tasks and deadlines ● Maintain systems and organisational structures to keep projects moving ● Track monthly, quarterly, and annual business filings and administrative requirements ● Proactively identify outstanding tasks and follow up before they become problems ● Help manage multiple projects simultaneously across different businesses ● Provide general administrative and operational support as required What We're Looking For Essential ● Previous experience in an Executive Assistant, Operations, Project Coordination, Marketing Coordination, or similar role ● Excellent written and spoken English ● Exceptional attention to detail and organisation ● Strong sense of ownership and accountability ● High level of professionalism, honesty, and integrity ● Excellent written communication skills ● Ability to communicate confidently with senior professionals, academics, sponsors, and external stakeholders ● Strong ability to manage deadlines and multiple projects simultaneously ● Highly proactive — able to identify what needs to be done rather than waiting to be told ● Comfortable learning new systems and software quickly ● Strong problem-solving skills and confidence figuring things out independently ● Adaptable and comfortable working in a fast-moving environment Nice to Have ● Experience supporting events or conferences ● Marketing or communications experience ● Experience with newsletters or email marketing platforms such as Mailchimp or Ghost ● Publishing, editorial, or print production experience ● Experience coordinating with printers or external suppliers ● Experience working with academics, professional organizations, or senior stakeholders ● Experience using AI tools to improve writing, research, organization, or productivity Specific software experience is not essential. The priority is finding someone who is intelligent, adaptable, confident with technology, and able to learn quickly. Personality & Working Style This role will suit someone who is outgoing, communicative, energetic, and naturally proactive. The successful candidate should be comfortable speaking up when something needs attention and should never feel afraid to communicate when something has gone wrong. Transparency and integrity are extremely important — if a deadline is missed or something slips through the cracks, the expectation is that it is communicated immediately and addressed. You should be someone who enjoys taking ownership rather than simply completing a list of assigned tasks. The ideal person will be: ● Highly dependable ● Detail-oriented ● Proactive ● Organised ● Honest and trustworthy ● Energetic and outgoing ● A strong communicator ● Adaptable and resourceful ● Comfortable working independently ● Confident learning new tools and processes Why Join Assist

About This Role This is a guest-facing email coordination role at a fast-growing luxury travel and concierge company. Day- to-day, you’ll be the primary link between guests and the hotels and suppliers that make their experiences exceptional — gathering trip details, communicating guest preferences to hotels, and ensuring every interaction is warm, accurate, and on-brand. Rate checking is part of the role, but communication is the core of it. This is not a task-and-log-off role. Full presence, proactive thinking, and genuine ownership are expected throughout every shift. KEY RESPONSIBILITIES Guest & Hotel Email Coordination (Primary) Work with guests via email to gather trip information — preferences, special requests, ETAs, and any last-minute needs. Communicate these details to hotels and suppliers ahead of each arrival, ensuring nothing is missed regardless of whether the client has replied. • Handle VIP1 & VIP2 pre-arrival touchpoints: confirm arrivals, brief hotels, and follow up with both parties as needed. • Maintain a warm, personal, on-brand tone in every message — it should never read like a template. Rate Checking (Supporting) When a booking comes in, verify the guest has the best available rate by checking the hotel’s public website and/or booking engine — this is confirmation and verification, not proactive deal-hunting. • Where needed, contact the hotel directly for pricing and information. • Flag rate discrepancies and document findings accurately — this is investigative, detail-driven work. • Occasional quoting may be required; when it is, the focus is on retrieving accurate pricing through the right channels, not finding the cheapest option. High-Volume Email Management Log in, scan the full inbox, triage by urgency, and label before actioning — never work top to bottom. • Prioritise flagged and time-sensitive items first; process supplier confirmations, replies, and new inquiries systematically. • Maintain inbox zero by end of shift — nothing unresolved or unacknowledged. Hotel & Supplier Outreach Email hotels and vendors to confirm bookings, flag special requests, and follow up on outstanding items. • Where email isn’t getting a response, escalate to a call — but keep most communication via email where possible. Shift Handovers & Notion Update Notion at the end of every shift with open items, actions taken, and anything the next coordinator needs to pick up. • Keep SOPs and task notes current so the team always has visibility. WHAT WE’RE LOOKING FOR Genuine passion for travel — you don’t need a CV full of travel jobs, but you need to actually care about this space and want to grow in it. • Thinks on their feet — when something goes sideways, you look for a solution before you escalate. • Warm, polished written communication — professional but personal, never robotic or templated. • Attention to detail — you catch what others miss, before it reaches the guest. Email triage instinct — you scan, sort, and prioritise; you don’t need to be told what matters most. • Proactive communicator — if you’re stuck, behind, or unsure, you say so early. • Comfortable with ambiguity — workflows evolve, and you adapt without needing hand-holding. • Full commitment — exclusivity required. This role cannot be combined with other employment. SHIFT & AVAILABILITY Schedule Hard start and end times — not a task-completion role Hours 9-hour shift including 1-hour unpaid break (8 productive hours) Start Time Daytime or evening shift TBD — to be confirmed at offer stage Weekend At least one weekend day required (e.g. Sun–Thu or Tue–Sat) Exclusivity No concurrent employment — full focus required from day one TOOLS & TECHNOLOGY Email Google Workspace (Gmail, Drive, Docs, Sheets) Inbox Mgmt Hiver — shared inbox assignments and email tracking Task / SOPs Notion — team handovers, booking details, client info AI Drafting Claude — used to support email drafts and workflow efficiency Security 1Password Commission Cion — commission tracking (training provided) Platform experience is not a hard requirement — a genuine willingness to learn matters most. Full onboarding support is provided. Why Join Assist World ? 100% REMOTE $50 birthday bonus $200 testimonial bonus $500 entry monthly raffle NO TRACKER. NO PROBLEM Originally posted on Himalayas

Role Overview This role will support the marketing lead across a variety of projects, including social media coordination, content creation, marketing administration, website updates, HubSpot support, and general operational marketing tasks. The ideal candidate is: Organized and proactive Comfortable working independently Creative and adaptable Strong in written English and communication Tech-savvy and resourceful Able to balance both creative and administrative responsibilities This is a remote full-time role working U.S. East Coast business hours. Key Responsibilities Social Media & Content Support Assist in planning and executing social media content across platforms Create and repurpose content into static posts, short-form videos, and other formats Help brainstorm creative campaigns and social content ideas that stand out in the accounting and finance industry Coordinate content requests from internal team members (e.g. requesting video recordings or responses from subject matter experts) Monitor evolving social media trends and recommend new content approaches Support light video editing using tools such as CapCut or similar platforms Design basic graphics and social assets using Canva or Adobe tools Marketing Operations & Administrative Support Handle day-to-day marketing coordination tasks and ad hoc projects Coordinate client logo collection and organization for marketing use Support onboarding and setup tasks for newly acquired firms Assist with business card updates, ordering, and distribution Help manage inbound marketing requests and task tracking Update website content and basic web assets as needed Maintain organized marketing files and documentation HubSpot & Marketing Automation Support Support HubSpot administration and maintenance Build and update forms, lists, and email workflows Assist with reporting and dashboard setup Help support marketing automation initiatives Coordinate updates tied to newly acquired firms and campaigns Required Skills & Qualifications Experience supporting social media marketing and/or digital marketing Strong organizational skills and attention to detail Excellent written and verbal English communication Ability to work independently and proactively follow up on tasks Comfortable managing multiple projects simultaneously Experience with Canva and/or Adobe Creative Suite Familiarity with short-form video editing tools (CapCut or similar) Comfortable learning new software and systems quickly Ability to troubleshoot and problem-solve independently before escalating issues Preferred Qualifications Experience with HubSpot Experience supporting professional services, accounting, finance, or B2B companies Experience with website content management systems Familiarity with marketing automation and email marketing Experience working remotely with U.S.-based teams Personality & Work Style Fit We’re looking for someone who: Is proactive and follows through without constant direction Communicates clearly and concisely Takes initiative and enjoys figuring things out independently Is collaborative and adaptable in a fast-growing environment Can shift between creative thinking and operational execution Originally posted on Himalayas

Overview We are seeking a high-level Executive Assistant to support the business operations of a fast-paced, high-performing executive. This role focuses on protecting the executive’s time, managing communications, and ensuring smooth internal coordination. The EA will work closely under an existing Executive Assistant and play a key role in maintaining operational flow and decision-making efficiency. Key Responsibilities Inbox & Communication Management (CORE) Manage and triage incoming emails Respond, redirect, or decline requests on behalf of the executive Act as a gatekeeper — ensuring only high-priority items reach the executive Route requests to relevant team members Calendar & Time Protection Manage and optimize executive calendar Decline or reschedule unnecessary meetings Ensure time is allocated effectively Business Operations Support Assist in keeping internal workflows on track Support coordination across team members Ensure follow-ups and tasks are completed Collaboration with EA Team Work under and alongside the current EA Learn systems and processes quickly (within ~2 weeks) Transition into independent support after onboarding Requirements Strong experience in Executive Assistant or similar role Excellent judgment and decision-making ability Ability to confidently say “no” on behalf of executive Highly organized and detail-oriented Comfortable working in structured, fast-paced environments Experience with Google Workspace AI awareness or willingness to learn Nice to Have Experience supporting high-level executives Experience in fast-growing or high-demand environments Location: Remote Type: Full-Time Working Hours: 10:00 AM – 7:00 PM Pacific Time Training Period: Must be open to working overnight hours temporarily (approx. 2 weeks) Why Join Assist World ? 100% REMOTE $50 birthday bonus $200 testimonial bonus NO TRACKER. NO PROBLEM Originally posted on Himalayas