Executive Assistant - 17598

Position: Executive Assistant
Location: LATAM preferably
Salary: $1500-$2000 per month
Work hours: Monday- Friday, aligned with Pacific Time

This role is urgent and requires immediate availability.

 Overview
We are seeking a highly experienced, proactive, and independent Executive Assistant / Personal Assistant to provide direct support to the Executive in a fast-paced, high-accountability environment. This is a critical replacement hire and requires someone who operates at a senior EA level, with exceptional attention to detail and the ability to execute flawlessly without handholding.
The ideal candidate anticipates needs, prevents issues before they arise, communicates clearly with accurate ETAs, and takes full ownership of responsibilities.

Key Responsibilities

• Provide high-level executive and personal support, managing complex schedules, calendars, and logistics with zero-error tolerance
• Anticipate potential issues and proactively resolve them before they escalate
• Own tasks end-to-end with clear accountability, follow-through, and timely delivery
• Manage travel planning and itineraries with extreme attention to detail
• Act as a gatekeeper and trusted partner, ensuring the Exec's time is protected and optimized
• Track action items, deadlines, and priorities, providing clear updates and ETAs
• Coordinate across internal teams and external stakeholders as needed
• Handle sensitive and confidential information with discretion and professionalism
• Continuously improve processes and systems to increase efficiency

Candidate Requirements

• Mid-level to senior Executive Assistant experience (minimum 5+ years)
• Proven track record supporting senior executives in demanding environments
• Extremely detail-oriented, organized, and execution-focused
• Highly independent, proactive, and able to take charge without micromanagement
• Strong problem-solving mindset; anticipates rather than reacts
• Resilient, reliable, and calm under pressure
• Entrepreneurial and ownership-driven approach to work
• Spanish proficiency preferred, to support operations in Latin America (Mexico and broader LATAM region

Duties: 
1. Full inbox and calendar ownership. Not triage — actual ownership. 
2. Notion power user. Our entire company runs on Notion — task tracking, meeting notes, travel coordination, sprint planning, onboarding. Superhuman, Slack, Linear, and Google Calendar at a power-user level are baseline.
3. Coordinate complex multi-person, multi-country travel (NYC, Mexico City, Cancún, El Paso, CT) across LATAM and India — different visa requirements, dietary needs, loyalty programs, shifting timelines. 
4. Pacific time overlap + global time zone fluency. This role is remote, need strong overlap with Pacific hours and comfort scheduling across US, Latin America, and India without creating 6am meetings for the wrong people.
5. High agency. The right person notices calendar has been back-to-back for three days and blocks recovery time. Identify conflict two months out and fix it before Exec knows about it.  Build systems and close loops — don't wait to be told.

6.     Proven executive judgment without permission-seeking: We need someone who has made real prioritization calls on behalf of a CEO (i.e., declining meetings, reshaping calendars, resolving conflicts) without constant check-ins with Samrat.

7.     Zero repeat-mistake pattern: Everyone makes mistakes. We will NOT tolerate repeated ones. Candidates must clearly and specifically articulate a high-stakes error they made, the impact of their error, what system they built afterward, and how they ensured it never happened again.

8.     Political intelligence and discretion: The EA must instinctively understand hierarchy, filter appropriately, know when to escalate, and say no diplomatically. No gossip energy, no oversharing.

9.     Emotional steadiness under pressure: The EA must stabilize situations, not amplify stress. We’re looking for someone who has supported demanding executives and remained calm, accountable, positive and solution-oriented.

10.   End-to-end ownership mindset: Not simply "taking notes" but true ownership. The right person closes loops, tracks deliverables to confirmed completion, builds dashboards & SOPs proactively, and notices gaps before they become problems.

Preferred Profile

• Spanish-speaking candidate based in Latin America (strong cultural and operational alignment)
• Experience supporting executives with international operations
• Background in high-growth, fast-moving businesses

 

• Salary is fixed and positioned at the top end of the market for this role
• Role offers long-term stability for a high-performing EA