Executive Assistant – Business Operations, BD Support

This is a fully remote position, open to applicants in Mexico, +2 more states.

📋 Description

• Maintain an Inbox Zero approach for emails, calls, and texts.

• Take ownership of the Founder's calendar, safeguarding focus time, coordinating meeting schedules, and confirming, preparing, and recording notes for meetings.

• Keep the CRM and business development pipeline updated, assist in prospecting potential clients, and track business development activities from start to finish.

• Organize the preparation of proposals and bids (including government submissions encompassing technical and policy subjects), managing timelines, formatting, and contributions from relevant team members.

• Plan and oversee business travel logistics, including flights, accommodations, and detailed itineraries.

• Manage recurring expense reporting and reconciliation processes, ensuring records are accurate and well-organized.

• Research pertinent industry conferences and coordinate logistics for attendance.

• Act as a communication bridge between the Founder and the internal team, ensuring updates are clear and timely across all channels.

• Coordinate doctor appointments and other personal logistics as necessary.

• Compile a company scorecard and deliver structured updates on priorities, progress, and deadlines.

• Assist with the publishing of social media content as required.

• Support event planning and coordination as this responsibility area evolves.

⛳️ Requirements

• A minimum of 3 years of experience as an Executive Assistant, Operations Coordinator, or in a similar role supporting senior leadership, preferably in a technical or startup setting.

• Exceptional written and verbal communication skills.

• Tech-savvy and proficient in digital environments (Slack, Gmail, Google Workspace, CRM/project management tools).

• Strong organizational and prioritization skills — capable of working independently in an asynchronous, distributed team.

• Demonstrated ability to handle sensitive information with confidentiality.

• Proactive, self-motivated, and able to thrive in a dynamic environment with changing needs; comfortable working with minimal oversight.

• Experience in supporting business development, maintaining CRM systems, or coordinating sales pipelines is advantageous.

• Familiarity with coordinating (not necessarily authoring) proposals or bid documents is a plus.

• Basic knowledge of expense reporting, reconciliation, or bookkeeping preferred.

• Technical Requirements: Reliable high-speed internet and a modern home office setup.

🏝️ Benefits

• International experience

• Opportunity to work remotely from any location

• Supportive and collaborative team environment

• Opportunities for learning and development

• Potential for performance bonuses

• Paid Time Off (PTO)

• Health Maintenance Organization (HMO) coverage after 3 months