Alay Smart Accounting
Alay Smart Accounting | Full-time | Remote, based outside the United States You enjoy being the person who makes everything happen. You are the person who turns “we need to handle this” into “it’s taken care of.” You anticipate needs, solve problems, and follow through without repeated reminders. You enjoy organizing complex schedules, coordinating people, and making busy executives’ business and personal lives run smoothly. Alay Smart Accounting is seeking an exceptional Executive & Personal Assistant to support our CEO and COO. You will work directly with both founders and take ownership of the administrative details that compete for their time, from scheduling client meetings and coordinating executive calendars to medical appointments, travel, and personal logistics. This role requires substantial overlap with U.S. Eastern Time business hours and agreed flexibility for occasional evening or weekend needs. Responsibilities • Manage both founders’ calendars, protect focus time, and resolve scheduling conflicts. • Coordinate meetings and appointments with clients, team members, vendors, and personal service providers. • Build dependable and reliable administrative processes/systems to streamline operations. • Attend designated meetings, take accurate notes, and document decisions, action items, owners, and deadlines. • Send meeting recaps and follow up until outstanding commitments are completed. • Prepare agendas, organize documents, and ensure the founders are ready for upcoming meetings. • Schedule medical and personal appointments, coordinate paperwork, and manage reminders. • Research health insurance options, travel arrangements, and other services; present clear comparisons and coordinate next steps. • Maintain an organized system for tasks, deadlines, correspondence, and important records. • Anticipate problems, handle routine decisions within agreed authority, and escalate important matters with a recommendation. • Handle sensitive business and personal information with discretion. WHO YOU ARE • An experienced executive assistant with a record of supporting founders, senior executives, or demanding principals. • Exceptionally organized, resourceful, and consistent in your follow-through. • A clear, confident English speaker who can communicate easily with U.S. clients and service providers by phone and video. • A strong writer who produces concise, accurate notes and professional correspondence. • Comfortable managing shifting priorities and supporting two executives. • Skilled at researching unfamiliar requests, learning software, and finding practical solutions. • Equipped with reliable internet, a quiet calling environment, and dependable availability. WHAT SUCCESS LOOKS LIKE Calendars are accurate. Meetings lead to action. Appointments get booked. Deadlines stay visible. Requests reach completion. The founders spend less time remembering, scheduling, and chasing, and more time leading. WHAT MAKES THIS OPPORTUNITY DIFFERENT You will work closely with both founders, see the direct impact of your work, and have room to improve how things operate. We welcome thoughtful recommendations and initiative, and we value someone who takes pride in becoming a trusted long-term partner. • Core working hours: make your own schedule, as long as the work gets DONE. • Compensation: $30,000 / year How To Apply Submit your résumé and a brief introduction that includes: • Your location, time zone, and availability in Eastern Time. • One example of a complicated request you handled from beginning to end. • Your compensation expectations. Shortlisted candidates will participate in a live conversation and a practical exercise covering scheduling, meeting notes, and follow-through.
Alay Smart Accounting
