Executive Assistant – Operations and Automation

This is a fully remote position, open to applicants in Colombia, +4 more countries.

📋 Description

• Accurately manage and pay bills, ensuring recurring financial obligations are met on time.

• Administer state registrations as the company expands its workforce across the United States.

• Supervise vendor relationships, including tax accounting and other external service providers.

• Collaborate proactively with vendors and service providers regarding contracts, renewals, and deliverables.

• Transfer and organize data from PDFs and various sources into Notion.

• Maintain a clean, organized, and accessible documentation system across company platforms.

• Prepare Requests for Proposals (RFPs), written statements, and other formal documents.

• Compose professional emails and correspondence on behalf of the founder.

• Develop automations and workflows to minimize manual tasks and enhance operational efficiency.

• Recognize and implement enhancements to improve the operations of the founder and the company.

• Stay updated on tools and workflows that boost team effectiveness.

• Prepare materials and manage logistics for sales presentations.

• Assist in conference strategy by identifying relevant events, drafting proposals, and coordinating logistics.

• Organize the team around events to ensure readiness in advance.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant, Chief of Staff, or Operations Associate supporting a founder or senior executive in a startup or early-stage company.

• Excellent organizational skills with the capability to handle multiple operational workstreams concurrently.

• Proficient in building automations and workflows using AI tools or no-code platforms to reduce manual work.

• Skilled in Notion and comfortable with organizing and maintaining documentation across company systems.

• Strong written English communication skills, capable of drafting professional correspondence, RFPs, and formal documents.

• Proactive and self-motivated, focusing on identifying and resolving inefficiencies without waiting for direction.

• Comfortable working independently in areas such as compliance, finance coordination, vendor management, and administrative tasks.

• Significant overlap with US Pacific Time hours.

• A 1 to 2-minute Loom video introducing yourself, outlining your experience supporting a founder or startup, and demonstrating one example of a process or system you improved or automated independently.

• Only candidates who submit a Loom video will proceed to the next step of the hiring process.

• Preferred: experience with US state registration or multi-state compliance for a remote-first company.

• Preferred: background in supporting a B2B SaaS or GovTech startup.

• Preferred: familiarity with Claude, Zapier, Make, or similar automation platforms.

• Preferred: experience in supporting sales processes or managing conference logistics.

• Preferred: prior experience in managing vendor relationships and coordinating with external service providers.

🏝️ Benefits

• Compensation provided in USD.

• Bi-monthly payments on the 15th and 30th.

• Paid Time Off in accordance with company policy.

• Holidays recognized as per company guidelines.

• 100% remote work environment.

• Full-time position with dedicated hours for team alignment and quality delivery.