Executive Administrative Assistant

Role: Life Manager / Executive & Personal Support
Location: Panama City, Panama (In-Person Preferred)
Work Model: Full-time | High-touch support role
Compensation: $2,000–$2,500/month
Engagement: Independent Contractor

About the Company

The Agency Engineer is a fast-growing digital marketing and systems-driven agency supporting modern online businesses. The team operates remotely using tools like ClickUp, Slack, and data-driven workflows, with a strong focus on execution, efficiency, and performance.

This role will work directly with the founder, supporting both business and personal operations to maximize focus, productivity, and strategic output.

Role Overview

We are hiring a proactive, execution-focused Life Manager to serve as the founder’s right hand across professional and personal domains. This is a high-trust role designed to remove operational friction, streamline daily activities, and proactively take ownership of tasks and systems.

The ideal candidate does not wait for instructions—they identify gaps, create structure, and take initiative to make the founder’s day run smoothly.

This is a foundational hire with long-term growth potential and expanding scope.

Key Responsibilities

Executive & Business Support

• Manage calendar, scheduling, and priorities
• Oversee inbox and communications
• Prepare meetings, agendas, and briefing notes
• Coordinate travel and logistics
• Track expenses and manage reimbursements
• Prepare and organize documents, reports, and contracts
• Gather and synthesize information for decision-making
• Support operational coordination with the internal team
• Assist with tools, workflows, and systems

Personal & Lifestyle Support

• Coordinate appointments (medical, personal care, etc.)
• Handle personal shopping and gift sourcing
• Run local errands and logistics
• Support property-related coordination (vendors, maintenance, budgeting)
• Manage routine personal administration

Strategic & Operational Support (Evolving Scope)

• Assist with planning and prioritization
• Support budgeting and reporting processes
• Conduct research and market analysis
• Identify inefficiencies and implement solutions
• Build systems that reduce manual workload
• Take ownership of recurring responsibilities over time

Requirements

Experience & Skills

• 3–5+ years in executive support, operations, project coordination, or similar
• Experience supporting a founder, executive, or small leadership team preferred
• Marketing, agency, or digital business exposure is a strong plus
• Comfortable with spreadsheets and operational tools
• Familiarity with QuickBooks, ClickUp, Slack, or GoHighLevel is a bonus
• Strong written and verbal communication skills

Core Traits

• Highly proactive and self-directed
• Execution-oriented with strong follow-through
• Analytical thinker with strong problem-solving skills
• Decisive and solution-focused
• Organized and detail-oriented
• Calm under pressure and adaptable
• Emotionally intelligent and professional
• Independent yet collaborative
• Strong sense of ownership and accountability

Benefits

Compensation: $2,000–$2,500/month (up to $3,000 for exceptional candidates)