Executive Operations Assistant Lead – CEO Support, LATAM

This is a fully remote position, open to applicants in Mexico, +5 more states.

📋 Description

• Oversee and manage the Founder’s inbox with the objective of achieving and maintaining Inbox Zero.

• Independently triage and respond to the majority of incoming emails.

• Ensure that responses are sent within 24 hours, even if it is just to acknowledge receipt.

• Establish and uphold a structured inbox workflow and prioritization system.

• Identify high-priority messages, time-sensitive requests, and crucial decision points.

• Draft and send replies on behalf of the Founder while preserving his communication style.

• Conduct brief daily email triage check-ins to quickly assess priority messages.

• Manage and enhance the Founder’s calendar to promote productivity and focus.

• Schedule meetings based on established strategic priority levels.

• Safeguard deep work time in the mornings and primarily organize meetings in the afternoons.

• Coordinate scheduling logistics and prepare for meetings effectively.

• Maintain proactive communication with the Founder concerning priorities and updates.

• Learn and emulate the Founder’s communication tone and style.

• Respond to parents, partners, and stakeholders in a professional and trust-building manner.

• Anticipate common responses and begin managing communications autonomously.

• Support task management workflows utilizing Asana.

• Keep organized systems for tasks, communication, and operational processes in place.

• Conduct weekly check-in meetings with the Founder using a structured “Big Three” agenda.

• Enhance operational efficiency by identifying tasks that can be repeated or delegated.

• Assist with the management and reporting of Meta ads campaigns.

• Support the management of social media content.

• Assist with podcast production workflows, including audio coordination, RSS feed management, and distribution.

• Document playbooks and standard operating procedures (SOPs) for repeatable content production tasks.

⛳️ Requirements

• A minimum of 3 years of experience as an Executive Assistant, Executive Operations Assistant, or Operations Manager supporting a founder or senior executive.

• Outstanding written English communication skills, with the ability to represent an executive professionally via email.

• Proven track record of managing high-volume inboxes and maintaining organized email systems.

• Capable of responding to parents, partners, and stakeholders in a manner that builds trust and reflects the founder’s voice.

• Strong organizational skills with the ability to prioritize competing requests and manage deadlines independently.

• Experience with calendar management and strategic meeting coordination.

• Highly organized, structured thinker with a systems-oriented mindset.

• Strong attention to detail and commitment to follow-through.

• Proactive problem-solver who anticipates needs and communication requirements.

• High emotional intelligence and professional judgment in handling external communication.

• Comfortable responding on behalf of an executive once communication style is understood.

• Familiarity with task management and productivity tools (Asana, Notion, Superhuman, or similar).

• Ability to work independently while maintaining consistent communication with leadership.

• Technical Requirements: Reliable high-speed internet, a modern laptop with a multi-core processor, and a noise-canceling headset.

🏝️ Benefits

• Gain 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.