Proactive Business Operations & Executive Assistant — Long-Term

I need a reliable, proactive assistant to support me across business operations, recruitment, communication, research and task management. This is not a data-entry role. I need someone who can receive a goal, work out what needs to happen, organise it, talk to the right people, follow up, and make sure it gets done — so I have fewer things to personally remember and chase. What you'll do: Organise and maintain business tasks and follow-ups; remind the relevant people about open items. Conduct initial interviews with freelancers and candidates; search for and shortlist them against defined requirements; help run onboarding. Send and respond to routine business emails with good judgement. Follow up with candidates, suppliers, clinics, partners and team members; schedule and confirm meetings. Run online research and organise the findings clearly. Keep ClickUp, spreadsheets, reports and contact databases up to date; prepare notes, task lists and follow-up summaries. Handle new operational tasks as they come up. The working style we need (this is the whole job) Not someone who just marks tasks "done." Someone who: Checks whether the intended result was actually achieved. Follows up when someone doesn't reply, and notices missing information. Keeps records organised and reminds me about important open items. Suggests the next action instead of only reporting a problem. Works independently, but asks when it genuinely matters. You should have: excellent reliability; strong written and spoken English; the confidence to interview people professionally; and comfort with Gmail, Google Sheets/Docs, ClickUp, Slack, Zoom and AI tools. End-of-day report (every working day) Tasks completed. 2. Tasks in progress. 3. People contacted + their responses. 4. Items waiting on someone else. 5. Problems needing my decision. 6. Recommended priorities for tomorrow. Working arrangement Long-term, hourly. ~100+ hours/month (~25 hrs/week). Daily weekday availability, with some overlap with Estonia time (EET/EEST). Please answer (proposals that skip these are ignored) Describe a role where you managed many different tasks for a business owner or manager. Give an example of a task you completed without detailed step-by-step instructions. Have you interviewed candidates or freelancers? Explain your process. Work sample: Write a short follow-up email to a candidate who promised to send information yesterday and hasn't replied. How do you make sure no important task or follow-up is forgotten? Confirm: 100+ hours/month, consistent weekday work, and which hours you can work in Estonia time. Begin your proposal with the words "I close the loop" so I know you read the full post.