Senior Executive Assistant – Executive Operations Partner

This is a fully remote position, open to applicants in Brazil, +3 more states.

📋 Description

• Take ownership of and continuously enhance the General Manager’s calendar based on business priorities.

• Assess upcoming days and weeks for potential conflicts, deadlines, preparation requirements, missing meetings, and outstanding commitments.

• Create succinct agendas, background materials, outstanding decisions, and proposed next steps.

• Document decisions, responsible parties, deadlines, and commitments arising from meetings.

• Maintain a single trusted system for requests, delegated tasks, promised replies, open questions, and leadership commitments across email, Teams, meetings, and discussions.

• Review sent emails and ongoing conversations for any missing responses or conclusions, and bring them back to attention before they are overlooked.

• Follow up until each significant item is finalized, postponed, canceled, or otherwise resolved.

• Coordinate priorities and ensure follow-through across sales, marketing, operations, finance, and leadership.

• Draft clear executive communications, summaries, briefings, and action lists.

• Identify recurring scheduling, accountability, and workflow challenges and propose practical solutions.

• Manage personnel, financial, operational, and strategic information with utmost discretion.

• Utilize Microsoft 365 and AI tools responsibly to enhance executive productivity and automate repetitive tasks.

• Function as the GM’s “external memory” by keeping a dependable overview of requests, deadlines, unanswered questions, and commitments.

• Assist in executive-office operations and potentially support the Owner/CEO.

⛳️ Requirements

• A minimum of five years of progressively responsible executive support experience.

• At least three years directly assisting a founder, CEO, President, General Manager, or similarly senior executive.

• Experience that extends beyond calendars and travel, encompassing meeting preparation, leadership follow-through, project tracking, or executive-office operations.

• Professional proficiency in written and spoken English.

• Strong expertise with Outlook, Teams, and Microsoft 365.

• Consistent availability during Pacific Time business hours.

• A private, dependable workspace suitable for confidential executive discussions.

• Excellent judgment, discretion, organization, initiative, and follow-through skills.

• Capability to work independently in a fast-paced environment with shifting priorities.

🏝️ Benefits

• Remote work arrangement.

• Compensation in USD.

• Opportunity to support the Owner/CEO as the role evolves.

• Occasional in-person support opportunity in Rio de Janeiro.