Senior Executive Assistant – Executive Operations Partner

This is a fully remote position, open to applicants in Brazil, +7 more countries.

📋 Description

• Assist the General Manager and potentially the Owner/CEO by managing the executive office.

• Safeguard the GM’s time by anticipating needs, organizing meetings, documenting decisions, and ensuring that requests and commitments are fulfilled.

• Take ownership of and continually enhance the GM’s calendar according to business priorities.

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

• Create succinct agendas, background information, outstanding decisions, and suggested next steps.

• Document decisions, owners, deadlines, and commitments from meetings.

• Maintain a reliable system for tracking requests, delegated tasks, promised responses, 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 significant items are completed, postponed, canceled, or otherwise resolved.

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

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

• Identify recurring issues related to scheduling, accountability, and workflow, recommending 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.

⛳️ Requirements

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

• At least three years of direct support experience for a founder, CEO, President, General Manager, or similarly senior executive.

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

• Proficient in professional written and spoken English.

• Strong skills in Outlook, Teams, and Microsoft 365.

• Consistent availability during Pacific Time business hours.

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

• Sound judgment, discretion, organization, initiative, and follow-through abilities.

• Capability to work independently in a rapidly changing company with shifting priorities.

• Residency in Rio de Janeiro with reliable availability for occasional in-person support is a significant advantage.

• Residency in other parts of Brazil with practical access to Rio de Janeiro is also a notable advantage.

• Experience supporting an entrepreneurial or founder-led company is a strong asset.

• Familiarity with home services, field services, construction, multi-location services, or other operationally complex businesses is advantageous.

• Experience in building or enhancing executive-office operating systems is a plus.

• A background that combines executive assistance with project management or business operations is beneficial.

• Experience working remotely with North American executives is an advantage.

• Practical knowledge of AI, workflow automation, CRM systems, dashboards, or project-management platforms is a strong plus.

🏝️ Benefits

• Flexible remote work arrangement.

• Opportunity for occasional in-person support in Rio de Janeiro.

• Access to Microsoft 365 and AI tools to enhance productivity and automate repetitive tasks.