Remote Operations & Business Development Executive Assistant (LATAM)

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We are seeking an experienced Executive Assistant to support the CEO. This is a critical role that will directly impact business operations, client relationships, and business development growth. The ideal candidate will be highly organized, proactive, and capable of managing multiple priorities while maintaining exceptional attention to detail. The Executive Assistant will play a critical role in transforming a high-volume inbox and meeting-heavy calendar into a streamlined, priority-driven workflow. Success in this role requires strong judgment, proactive communication, and the ability to create order from complexity. This role goes beyond traditional administrative support. You will own core operational processes, manage communication systems, coordinate recruiting pipelines, and help implement tools and SOPs that reduce cognitive load for the CEO and leadership team. This is a full-time, remote position requiring exceptional written communication, strong follow-through, comfort with sensitive information, and the ability to proactively manage both professional and limited personal tasks. Location: Fully Remote Job Type: Full-Time Salary: $800 - $1,600 per month (based on experience) Requirements

3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.

Exceptional email management and prioritization skills

Strong systems thinker with experience building organized workflows

Proficient in digital tools (Notion strongly preferred)

Highly proactive and detail-oriented

Strong written communication skills

Comfortable making judgment calls on prioritization

Tech-comfortable and adaptable to evolving systems and tools.

Thrives in high-accountability, high-clarity environments.

Exceptional organizational skills with ability to manage multiple systems (Gmail, Google Chat, Google Calendar, HubSpot)

Proactive communication: Ability to anticipate needs and take initiative without constant direction

Business acumen: Understanding of sales pipelines, business development processes, and CRM workflows

HubSpot experience: Demonstrated experience with HubSpot or similar CRM platforms

Attention to detail: Ability to maintain accurate records and catch details others might miss

Relationship skills: Genuine interest in helping build and maintain professional relationships

Time management: Ability to prioritize competing demands and work effectively with a busy executive

Technical proficiency: Comfortable with Google Workspace, email management, and learning new tools quickly

Technical Requirements: Reliable high-speed internet and a modern home office setup.

Key Responsibilities 1. Email & Communication Triage

Daily inbox management: Triage and organize all incoming emails into designated folders (Action Needed, Read Later, Follow Up, If Interested) each morning

Chat monitoring: Monitor Google Chat direct messages and project spaces on behalf of Exec, providing daily summary emails of items requiring his attention

Delegate access: With appropriate delegate access, manage Exec's digital communications and filter out non-urgent messages

Criteria development: Work with Exec to establish clear criteria for what requires his direct response versus what can be handled independently

Response drafting: Begin drafting responses to routine emails for Exec's review and approval

2. Administrative Support

Office management: Coordinate office supply orders and equipment needs through an organized request system

Gifting & relationship building: Manage birthday gifts, holiday gifts, anniversary gifts, and other relationship-building gestures for team members and business contacts

Calendar management: Maintain Exec's calendar, coordinate scheduling, and manage task blocks for important but non-urgent work

General administration: Handle document management, contractor coordination, and other operational needs as they arise

3. Business Development & CRM Management

HubSpot pipeline management: Maintain and update Exec's separate business development pipeline in HubSpot (distinct from Drew's pipeline)

Lead generation support: Assist with identifying and compiling lists of target contacts in growth markets (Greensboro, Wilmington, Richmond)

Meeting coordination: Schedule business development meetings, both virtual and in-person

Meeting notes & follow-up: Listen to recorded business development meetings (via Fireflies or Google Meet recordings), compile comprehensive notes, and track action items

Follow-up execution: Draft follow-up emails and ensure timely outreach after meetings

Relationship tracking: Monitor pipeline progress and flag opportunities requiring Exec's attention

4. Meeting & Calendar Coordination

Proactively blocking time for priority tasks and deep work sessions (e.g., 3-hour client review blocks)

Managing incoming meeting requests and calendar invites

Coordinating scheduling via email and Calendly links

Maintaining accurate availability and protecting focused work periods

Adjusting calendar structure as preferences evolve (e.g., prioritizing mornings for deep work)

Ensuring flexibility while maintaining structure

5. Process Optimization & SOPs:

Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion.

Support the creation of internal systems for accountability, task tracking, and delegation across the companie's operations and team structure.

Assist with invoicing (occurs approximately twice per month)

Support with other tactical administrative tasks as needed

Ensuring delegated tasks are followed up on and completed

Reducing cognitive load by maintaining a clear, visible task pipeline

6. Task Delegation & Tracking

Implementing and maintaining a shared Notion workspace

Capturing tasks from emails, meetings, and discussions

Assigning deadlines and tracking progress

Supporting transparency and real-time updates

Preparing agendas for daily/weekly sync meetings

Ensuring…