Executive Assistant - LATAM Remote - OperationsArmy

Job Title: Executive Assistant (EA)
Location: Remote (LATAM Region Preferred)

Overview:
We are seeking a proactive and highly organized Executive Assistant (EA) to provide high-level administrative support to the CEO of a dynamic company. The EA will handle various responsibilities, including managing email and LinkedIn interactions, scheduling, project coordination, and overseeing customer deliverables. This role requires someone who can stay on top of fast-paced and dynamic business operations while maintaining confidentiality and professionalism.

Key Responsibilities:

Daily & Weekly Operations:

• Email Management: Maintain Inbox Zero for multiple email accounts, ensuring all emails are addressed, flagged, or responded to promptly.
• LinkedIn Management: Draft and post content on LinkedIn, manage DMs, and track important conversations. Build the CEOs network with personalized connections.
• Calendar Management: Plan and schedule weekly meetings, ensuring all agendas and objectives are prepared in advance.
• Customer Deliverables: Track and manage key customer-facing deliverables, ensuring timely completion and flagging any potential delays.
• Meeting Support: Create and send meeting agendas, attend meetings, take notes, and manage follow-up tasks.

Project Coordination:

• Assist in the coordination of special projects, including preparing materials, tracking progress, and ensuring deadlines are met.
• Research and compile relevant data for ongoing projects, ensuring accuracy and relevance.

Travel & Logistics:

• Manage travel arrangements, including booking flights, hotels, and transportation for business and personal travel.
• Organize and schedule personal appointments such as healthcare, personal errands, etc.

Administrative Support:

• Handle personal tasks for the CEO, such as submitting receipts to finance, managing expense reports, and tracking loyalty points or other personal memberships.
• Assist with board and committee work, including preparing documents and scheduling meetings.

Communication:

• Serve as the primary point of contact between the CEO and internal/external stakeholders, ensuring clear and timely communication.
• Monitor and respond to LinkedIn DMs and email inquiries on behalf of the CEO, ensuring professional and prompt communication.

Process Improvement:

• Identify opportunities for streamlining administrative processes and improving workflow efficiency.
• Implement tools and strategies to automate recurring tasks, such as appointment scheduling or email sorting.

Monthly & Ad-Hoc Responsibilities:

• Draft monthly CEO updates to be shared with employees, investors, and stakeholders.
• Prepare presentations and reports for internal and external meetings.
• Handle ad-hoc administrative tasks and special projects as assigned by the CEO.

Qualifications:

• Minimum of 3 years of experience as an Executive Assistant or in a similar administrative role.
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Proficiency with LinkedIn, Microsoft Office, and project management tools such as Asana, Trello, or Slack.
• Excellent written and verbal communication skills in both English and Spanish.
• High attention to detail and ability to handle confidential information with discretion.
• Ability to work independently and manage time effectively in a remote environment.

Preferred Qualifications:

• Prior experience working for an executive in a startup or fast-moving company.
• Familiarity with tools for managing communications, meetings, and tasks (e.g., Google Workspace, Slack, Zoom).