Executive Assistant – Latin America

This is a fully remote position, open to applicants in Colombia.

📋 Description

• Oversee the schedules of busy executives, manage email correspondence, draft responses, coordinate meetings across US time zones, and safeguard focus periods.

• Address inquiries, prepare meeting agendas, document minutes and action items, and ensure follow-ups are completed.

• Develop task boards, monitor deadlines, and keep status updates in platforms such as Asana, ClickUp, or Trello; proactively escalate any risks.

• Create and uphold checklists, templates, and standard operating procedures (SOPs) to make recurring tasks more predictable and efficient.

• Perform targeted research on vendors, tools, and market information, summarize findings, and prepare concise reports or presentations.

• Organize documents and folders, maintain consistent naming and versioning standards, and ensure easy accessibility.

• Categorize expenses, reconcile receipts, prepare basic invoices and credit notes, and collaborate with the accounting team (familiarity with QuickBooks/Expensify is a plus).

• Update records, track activities, generate lists and exports, and keep sales pipelines organized (experience with HubSpot, Salesforce, or similar is preferred).

• Coordinate travel arrangements, prepare itineraries, and manage logistics for events when necessary.

• Adhere to data handling policies, utilize multi-factor authentication, and practice least-privilege access consistently.

⛳️ Requirements

• A minimum of 3 years in a Virtual Assistant, Executive Assistant, or Operations role supporting C-level executives or senior stakeholders.

• Proficient in tools: Google Workspace (Docs, Sheets, Drive), Microsoft Office, Slack, Zoom, Teams, and at least one customer relationship management (CRM) system.

• Strong organizational skills and commitment to follow-through: you thrive on checklists, time blocking, and thorough documentation to ensure nothing is overlooked.

• Exceptional English language skills (both written and spoken): your communication is clear, friendly, and professional—your emails convey a sense of purpose.

• Problem-solving capabilities: you transform vague requests into actionable steps; you offer solutions rather than obstacles.

• Time-zone compatibility: willing and able to work during US business hours.

• Additional preferred skills include light bookkeeping, basic reporting/BI knowledge, and experience with tools like Notion, Calendly, Zapier, or Canva/Slides.

🏝️ Benefits

• Permanent work-from-home arrangement with company-provided equipment (laptop, monitor, accessories).

• 15 days of paid time off (PTO) annually in addition to public holidays.

• Opportunities for growth through exposure to diverse US clients, tools, and contemporary remote work practices.

• A supportive, documentation-centered culture with clear expectations and prompt feedback.