Executive Assistant - 16240

Role: Executive Assistant
Priority Location: Latin America
Working Hours: Monday-Friday, 40hrs/week, 9AM-6PM EST
Type of job: Fully Remote
Salary Range: $1,500-$2,000/month (The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience)

About the Role: The Executive Assistant provides high-level administrative, operational, and communication support to the Managing Director. This person will be the central administrative point of contact — managing scheduling, partner communication, documentation, recruiting coordination, and follow-up tracking across multiple active projects and staff teams. The ideal candidate is highly organized, tech-savvy, detail-oriented, and proactive, with excellent communication skills and the ability to handle sensitive information discreetly.

• Manage and maintain the Managing Director’s inbox, calendar, and task flow.
• Schedule meetings, confirm attendees, and prepare notes or summaries.
• Draft or format partner, staff, and client communications for review.
• Track and manage ongoing action items.
• Prepare follow-up summaries and reminders after meetings.

• Maintain Google Drive organization (folders, file naming, table of contents, and shared documents).
• Work with MD to review company policy docs for updates and keep the handbook up to date with all smaller policies.  
• Update spreadsheets and dashboards (project trackers, rate cards, intake logs, etc.).
• Log and track new client correspondence patterns in our CRM, including quotes, and job statuses for staff efficiency.
• Work with staff to complete purchasing, office supplies, PPE, rental lifts and delivery trucks, organize purchasing receipts and track costs for end of job reporting. 

• Manage inbox; organize, tag, and track applicants.
• Schedule interviews, maintain a candidate tracker, and coordinate reference checks.
• Assist with individual employee onboarding paperwork, in RUSH season. 
• Research and review of new market compliance and any needed tracking for company licenses or certificates.
• Follow up on missing shift reports, or payroll-related items for tracking purposes.

• Format and finalize internal documents, policies, and training guides.
• Track version updates, partner reviews, and final approvals.
• Prepare daily and weekly summary reports (completed items, pending, and priorities).

• 3–5 years of experience supporting an executive or senior manager in a fast-paced, remote or multi-project environment.
• Strong written and verbal communication skills — must be clear, articulate, and easy to understand when speaking (neutral or minimal accent preferred due to the communication-heavy nature of the role).
• Excellent organization and follow-through; ability to manage multiple tasks independently.
• Strong proficiency with Google Workspace (Docs, Sheets, Drive, Calendar, Gmail).
• Familiarity with Slack, project management platforms (Freedcamp, Asana, etc.), and CRMs.
• Discretion with confidential information and strong professional judgment.
• Calm, friendly, and proactive approach; able to work well with limited supervision.