Senior Executive Assistant – Executive Operations Partner

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

📋 Description

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

• Safeguard the GM’s time, foresee needs, organize meetings, document decisions, and ensure that requests and commitments are fulfilled.

• Take ownership of and continually enhance the GM’s calendar in alignment with business priorities.

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

• Create succinct agendas, background materials, open decisions, and suggested next steps.

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

• Maintain a reliable system for tracking requests, delegated tasks, promised replies, open inquiries, and leadership commitments across emails, Teams, meetings, and conversations.

• 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 resolved.

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

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

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

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

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

⛳️ Requirements

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

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

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

• Proficient in professional 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.

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

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

• Residing in Rio de Janeiro or elsewhere in Brazil is a significant advantage, but not a strict requirement.

• Experience supporting an entrepreneurial or founder-led organization is a notable advantage.

• Background in home services, field services, construction, multi-location services, or another operationally complex industry is a strong advantage.

• Experience in building or enhancing executive office operating systems is a strong advantage.

• A background that combines executive assistance with project management or business operations is a strong advantage.

• Experience working remotely with North American executives is a considerable advantage.

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

🏝️ Benefits

• Remote work arrangement.

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

• Access to AI tools and workflow automation to enhance productivity.