Executive Assistant

Requirements and Responsibilities

Administrative & Calendar Management

* Own the CEO’s calendar, including scheduling, prioritizing, and protecting focus time.
* Prepare meeting briefs and coordinate logistics for all internal and external meetings.
* Manage daily task tracking, to-do lists, and progress updates.
* Handle travel arrangements, itineraries, reservations, and trip documentation.

Communication Management

* Manage inbox prioritization, draft responses, and flag urgent items.
* Coordinate relationship outreach, follow-ups, and stakeholder communications.
* Maintain clean and updated contact records and CRM information (Clay, Notion).
* Prepare daily summaries, memos, structured updates, and reports.

Operational Support

* Process reimbursements, track receipts, and reconcile credit card statements.
* Manage document organization, contract filing, and e-signature routing.
* Order office supplies, gifts, and materials as needed.
* Support conference follow-ups, attendee coordination, and travel logistics.

Execution Excellence

* Anticipate needs for meetings, trips, deliverables, and logistics.
* Maintain confidentiality across all communications and documentation.
* Ensure on-brand, timely, and professional interactions with internal and external stakeholders.

Location: Remote - Mexico, Argentina, Peru, Colombia, Panama, Salvador, Nicaragua

Skills required for this job:

• Calendar management
• Clay
• Client relationship management (CRM)
• Document management
• Executive assistance
• Logistics coordination
• Notion
• Report preparation
• Task tracking
• Travel planning
• User experience research (UX research)