# Executive Assistant at Scale%20army%20careers

> Manage the agency owner's inbox and calendar, prepare recurring reports, and track tasks and follow-ups.

- Company: Scale%20army%20careers
- Location: Egypt (remote)
- Places: Remote, Egypt
- Posted: 2026-10-20
- Reports to: Agency owner
- Work mode: Remote
- Apply: https://jobs.ashbyhq.com/scale%20army%20careers/dc153751-8870-4ef4-8845-e8779b2ca2c2
- Page: https://ye.saranatour.dev/jobs/executive-assistant-scale-20army-20careers-kn759h5knmdge4f7qmzze0g93h8hdzm6

## The posting

Executive Assistant
Scale%20army%20careers · Egypt

_**This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.**_

Our client is an established insurance agency with a long-standing presence in its market and an 18-person team. The agency manages a high volume of leads, client activity, and internal operations across several systems and is looking to bring on its first dedicated remote Executive Assistant to support the agency owner directly.

## Role Overview

The **Executive Assistant** will help the agency owner stay organized, responsive, and focused on the highest-value priorities across the business. The role will initially focus on email management, calendar coordination, administrative follow-up, and manual reporting, with responsibilities expanding as the Executive Assistant becomes familiar with the agency’s operations and systems.

This role is suited to a proactive, highly organized professional who can work independently, handle sensitive information with discretion, and create structure across a busy executive’s day-to-day responsibilities.

## Location

**Fully Remote | 9:00 AM - 5:00 PM EST**

## Key Responsibilities

### Executive & Administrative Support

- Manage and organize the agency owner’s inbox, including sorting messages, flagging priorities, drafting responses, and ensuring important items do not get missed.
- Coordinate calendar scheduling, meeting reminders, rescheduling, and day-to-day administrative needs.
- Prepare meeting notes, action items, and follow-up communications as needed.
- Maintain a clear tracker of open tasks, priorities, deadlines, and pending decisions.
- Support ad hoc administrative projects, file organization, and internal documentation as needs arise.

### Reporting & Data Organization

- Prepare recurring manual reports using information from internal systems and lead-management platforms.
- Organize relevant data into clear, easy-to-review summaries for the agency owner.
- Track information related to lead activity, follow-up status, appointments, and other operational metrics as directed.
- Identify overdue tasks, missing follow-ups, or reporting inconsistencies that require attention.
- Maintain accurate spreadsheets, trackers, and documentation.

### Systems & Operational Support

- Learn and support workflows across Ricochet CRM, Allstate Lead Manager, AgencyZoom, LeadSwami, and lead-vendor tools.
- Assist with basic CRM hygiene, task tracking, data updates, and workflow organization within the access provided.
- Document recurring processes and create simple SOPs as the agency’s needs become clearer.
- Gradually take on additional operational projects, including support with recruiting-related review through Ideal Traits.

### Proactive Support & Communication

- Anticipate needs, provide clear updates, and follow through on tasks without requiring constant direction.
- Surface items requiring the agency owner’s attention before they get lost in day-to-day activities.
- Build trust over time by becoming a dependable extension of the agency owner and leadership team.

## Qualifications

### Experience

- **3+ years of experience** as an Executive Assistant, Administrative Assistant, Operations Coordinator, or similar support role.
- Experience supporting an executive, founder, or fast-paced leadership t