Executive Assistant / Executive Operations Associate

Job Title: Executive Assistant / Executive Operations Associate | Remote

Location: Latin America

Salary: $4,000-$4,500/month gross

Schedule: Full-time, 40 hours/week (8:00 AM – 5:00 PM PST, Monday through Friday, with a 1-hour lunch break. Flexibility is required when the CEO travels, hours may shift to accommodate time zones on those occasions).

Only English CVs will be accepted.

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Our Client:

Founded by a team obsessed with transforming how contractors and trades businesses operate, this company has become one of the fastest-growing players in its space, scaling 300x in just the past year. Built on a belief that great operators deserve great support, they combine sharp business strategy with a hands-on, ownership-driven culture that turns high performers into leaders.

With explosive growth and no signs of slowing down, they have established themselves as a trusted partner to contractors and trades businesses looking to level up. Now, they are expanding their team to keep pace with demand and bring on the next generation of key players.

They are a lean, AI-forward team that believes great people and smart systems are how great businesses scale. Everything they build lives by one standard: move fast, own your work, and grow with the company.

In This Role, You’ll:

Act as a sharp, systems-minded operator with a high standard for discretion and a genuine instinct for staying one step ahead. This is an ownership role built around your ability to protect the CEO's time, manage complexity across business and personal matters, and run the operational layer of a fast-moving company without being asked twice.

You'll work directly with the Co-Founder and CEO as his dedicated right hand, owning his calendar, inbox, and the decisions that keep his world running. AI tools are central to how this team works; you'll use them to move faster, think smarter, and operate at a level that goes well beyond traditional executive support. Your judgment, discretion, and proactive instincts are what make this role work.

What You'll Be Doing

1. Calendar & Inbox - The Foundation

• Own the CEO's calendar: scheduling, protecting focus time, resolving conflicts, ensuring all meetings have prep notes attached
• Manage the CEO's Gmail inbox, triage, filter, draft responses, flag decisions, keep it clean
• Send professional, polished communications on behalf of the CEO with senior stakeholders, advisors, and partners
• Handle scheduling and confirmations for internal meetings, external calls, and travel coordination

2. Operations & Execution - The Core

• Take rough direction via Loom, voice note, or Slack, turn it into clean execution without needing to ask twice
• Track open items, deadlines, and pending decisions, proactively chase what hasn't closed
• Own the CEO's Google Drive: structure, naming conventions, version control, cleanliness
• Use Ninety.io to manage and assign tasks handed down from the CEO
• Maintain and improve SOPs for recurring tasks, when something breaks, propose the fix, don't just flag it
• Coordinate with the Chief of Staff and senior team on cross-functional tasks

3. AI & Leverage - Non-Negotiable

• Use Claude and ChatGPT daily: process transcripts, draft documents, organize information, prepare materials
• Maintain and update the CEO's Claude project with new information as directed
• Build and run your own AI workflows independently, this is a baseline expectation, not a bonus skill

4. Personal & Film Support - 30% of the Role

• Handle personal scheduling, appointments, and admin on behalf of the CEO
• Support Luca's film projects with coordination, document prep, and communication as directed

What You’ll Bring:

Non-Negotiable Requirements

• 3–5 years minimum of direct support for a founder, CEO, or C-suite executive at a fast-paced company, owned responsibility, not task assistance (company doing $10M+)
• Exceptional written English (C1 or advanced), you will communicate on behalf of the CEO with advisors, partners, and senior stakeholders without supervision
• Strong AI fluency, you use Claude and ChatGPT independently, can describe real use cases, and can build workflows without instructions
• Prior experience as an Executive assistant or Chief of staff
• Google Suite proficiency: Gmail, Calendar, Drive, Docs, Sheets
• Extremely organised, personal systems for task management, follow-up, and documentation that you can describe in detail
• High ownership, when you commit to something, it is done; you communicate the moment something changes, not after
• Career-driven, you have a clear picture of where you want to go; this is not just a job to you

Experience We Value - Strong Advantage

• Experience managing a Google Drive at the executive level, structure, naming conventions, version control
• Familiarity with Avoma, Ninety.io, or similar operational tools
• Experience building simple AI bots, workflows, or Claude projects
• Canva or basic design skills for presentations and materials
• Experience supporting across multiple workstreams, business, personal, and creative

What’s In It for You:

• Competitive salary: $4,000 to $4,500 USD per month.
• Opportunities for learning and professional development.
• 100% remote position, work from anywhere
• Time off that respects your life: 5 sick days per year, 8 PTO days in Year 1 (increasing with tenure), and 10 paid company holidays including one floating holiday of your choice