Executive Assistant

Summary

Join WiFi Tribe as an Executive Assistant and become a key player in supporting our leadership team. You will be responsible for managing their daily operations, both business and personal, ensuring seamless functioning of our global community. This fast-paced role requires exceptional organizational skills, attention to detail, and proficiency in leveraging AI tools. You will handle tasks ranging from scheduling meetings and travel arrangements to managing expenses and coordinating events. The ideal candidate possesses 3+ years of experience as an Executive Assistant and is tech-savvy, proactive, and a strategic thinker. WiFi Tribe offers a fully remote work environment, global community engagement, travel opportunities, professional development, and flexible work arrangements.

Requirements

• 3+ years of experience as an Executive Assistant or in a high-level administrative capacity
• Flawless organization and attention to detail, capable of juggling both business and personal tasks
• Strong written and verbal communication skills in English
• Avid user of AI tools (e.g., ChatGPT, Claude)
• Tech-savvy and a quick learner and early adopter of new tools and technologies
• Proactive problem-solver who identifies needs before they arise
• Strategic doer applying critical thinking to all tasks
• Availability to be generally working in the European/African time zone (able to cover 10am-6pm CET so you have enough overlap with Asia and the Americas)

Responsibilities

• Organize, filter, and respond to emails and messages—both professional and personal. Draft clear, concise emails in the executive’s voice
• Manage and optimize calendars, prepare agendas, gather briefing materials, and follow up on action items—covering business appointments and personal events
• Plan and coordinate travel itineraries, accommodations, and event scheduling—whether it’s a company offsite or personal trips to ensure smooth, cost-effective travel
• Keep tabs on deadlines, to-dos, and key deliverables across multiple projects. Oversee both business priorities and personal commitments to ensure nothing slips
• Leverage AI tools to streamline workflows, gather insights, and generate data-driven recommendations
• Conduct rapid research on industry trends or personal projects; compile data into easy-to-digest reports, spreadsheets, or dashboards for leadership
• Oversee timelines and deliverables, collaborating with cross-functional teams to meet objectives on time and within budget
• Protect confidential information, filter incoming requests, and prioritize tasks according to mission-critical and personal-urgent goals
• Identify operational or administrative bottlenecks and propose creative, tech-forward solutions
• Liaise with internal stakeholders, external partners, and clients; serve as the connective tissue between departments to drive accountability and alignment
• Manage expense reports, vendor invoices, and budgets accurately and on time
• Organize offsites, retreats, and company gatherings, as well as personal celebrations or team get-togethers, fostering a culture of collaboration and innovation
• Quickly step in during unexpected challenges—whether business or personal—coordinating resources, communicating next steps, and maintaining a calm, solution-oriented focus
• Act as the first filter of applications, coordinate interview schedules, manage candidate outreach, and ensure a smooth hiring process; help orient new hires and schedule introductory meetings
• Create and maintain step-by-step guides, knowledge bases, and files—ensuring consistent access to institutional knowledge
• Model WiFi Tribe’s values in all tasks, and support the executive to foster a unified team culture

Preferred Qualifications

• Remote team experience
• Project management software know-how (e.g., Asana, Trello, Monday.com)
• Automation experience (e.g. Zapier) for workflow automation
• CRM experience ideally with HubSpot
• Budgeting/accounting familiarity to help manage expenses

Benefits

• Fully Remote: Work from anywhere in the world—home office or a beachside café
• Global Community: Engage with a network of 700+ remote-working entrepreneurs and professionals
• Travel Opportunities: Join our WiFi Tribe Chapters and experience travel adventures in some of the world’s most iconic destinations
• Professional Development: We invest in our team through sponsored learning resources and conferences
• Flexible Work: Balance personal and business tasks in a schedule that suits your style—results, not hours, define success