SEO Executive Assistant

Reports to: Owner | Hours: Full-time, several hours of daily overlap with US Mountain Time | Location: Remote (see region note below)

About the role
I co-own a lean local-SEO and digital marketing agency. We keep the team small on purpose. I handle client accounts directly and a group of VAs handles fulfillment. The problem this hire solves is me: I run too much of the business out of my own head and inbox, and things slip. I need someone who owns the day-to-day flow of communication and follow-through so I can stay on the work that needs me.

This is not a task-taker role waiting for instructions. I want someone who watches the business, sees what is about to fall through a crack, and closes it before I notice it was open.

What you'll own
Inbox and email Triage my inbox daily. Flag what needs me, handle what doesn't, and draft replies in my voice for anything routine or client-facing. I should open my email to a short queue of decisions, not a wall of unread mail.

Calendar and scheduling Own my calendar end to end. Book calls, protect focus blocks, handle reschedules, and make sure I am never the reason a meeting didn't get set. Send me a clear look at the day each morning and the week each Monday.

Client communication and follow-ups Keep client conversations moving. Track every open thread, send proactive updates, chase the replies I owe people, and make sure nothing goes quiet. This is the single biggest source of stress for me today, so it is the most important part of the job. No client should ever email asking "any update?" because the update already went out.

Delegating and QA on VA work Hand tasks to the VAs, confirm they understood the brief, and check the work before it reaches me or a client. You work alongside the VAs at an equal level, not above them. Think of yourself as the person who makes sure work actually gets finished to standard, not the person who assigns chores.

Who you'll work with
You report to me directly and work daily alongside our existing VAs. Most coordination happens over WhatsApp and ---------- . You won't manage the VAs, but you will rely on them and they will rely on you, so being easy to work with matters as much as being good at the work.

Requirements
Fluent, natural written English. You will draft client-facing email, so your writing has to read like a sharp American professional wrote it, not a translation.
Several hours of real-time overlap with US Mountain Time, every working day.
Proven experience as an EA, VA, or operations coordinator, ideally supporting a business owner or a small agency.
Comfortable living in email, calendars, and a project tool day to day. We use ---------- and WhatsApp.
Self-directed. You can take a vague request, figure out the intent, and run it down without three rounds of clarifying questions.
Discreet. You will see client details, finances, and personal scheduling.
Region note
The overlap requirement shapes where to hire from. Latin America (Mexico, Colombia, Argentina, and similar) overlaps Mountain Time through a normal workday and is the cleanest fit. The Philippines works well if the person takes an evening or night shift on their end. Eastern Europe and most of Asia struggle to hit several hours of daily overlap, so weigh that before interviewing candidates from those regions.

Nice to have
Familiarity with local SEO, Google Business Profile, or digital marketing agencies.
Experience drafting client updates and reports.
A track record staying with one employer for a multi-year stretch.
What success looks like
I want to measure this hire by how much quieter my own head gets, so here is what "working" means at three checkpoints.

By day 30

My inbox runs on a daily triage rhythm and I no longer scroll through everything myself.
My calendar is fully in your hands and I have stopped booking my own meetings.
You know every active client and the state of every open thread.

By day 60

Clients get proactive updates from us before they think to ask. The "any update?" email has stopped arriving.
You hand tasks to VAs and QA the output, and I see finished work instead of work in progress.
I can go a full day without being the bottleneck on a routine decision.
By day 90

I trust you to catch dropped balls before I do, and you catch most of them.
I spend my time on client strategy and growth, not on chasing follow-ups and logistics.
The background stress of "what am I forgetting?" is mostly gone, because you are holding it.
Ongoing signals of a great fit

Nothing client-facing goes quiet for more than a day without a reason I know about.
I rarely repeat instructions, because you remember how I like things and apply it next time.
You surface problems early with a proposed fix, not just a flag.
When I'm out or heads-down, the business keeps moving without me.