Remote Executive Assistant Associate (LATAM)

The company is seeking a highly proactive and detail-oriented Executive Assistant Associate (EA) to support the Founder & CEO of a fast-growing, systems-driven organization. This role is ideal for someone who thrives on structure, accountability, and clarity — and who can act as a true extension of the executive by turning complexity into calm, repeatable execution.

We are a high-performance team built around ownership, responsiveness, and continuous improvement. The Executive Assistant will play a critical role in stabilizing and scaling the CEO’s day-to-day operations, acting as his “functioning memory,” improving written communication quality, and ensuring nothing slips through the cracks.

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- Brazil

Job Type: Full-Time

Salary: $1000 - $1,800 per month (based on experience)

Requirements

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

• Exceptional written communication skills — must be a stronger writer than the executive.

• Proven ability to follow and replicate structured formats

• Strong organizational and execution skills

• Comfortable acting as a “memory system” for a fast-moving CEO.

• Strong organizational instincts and follow-through.

• Ability to work with systems and SOPs (Standard Operating Procedures)

• Capability to anticipate needs and provide context-based assistance

• Able to handle confidential and sensitive information responsibly.

• Tech-comfortable and adaptable to evolving systems and tools.

• Thrives in high-accountability, high-clarity environments.

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

Key Responsibilities

Email & Communication Management

• Triage and manage Exec's inbox which is overwhelmed with client emails

• Review emails flagged by Fixer AI and determine which ones actually need Exec's response

• Filter out false positives from the AI system to prevent inbox clutter

• Organize emails into four folders: "Action Needed," "Read Later," "If Interested," and "Follow Up"

• Proofread and edit all outgoing communications to improve clarity and accuracy.

Meeting & Calendar Coordination

• Act as a gatekeeper for Executive's calendar

• Manage interview scheduling and coordination

• Handle ad hoc meeting requests from team members.

• Coordinate complex multi-timezone scheduling across Brazil, India, and US time zones

• Enforce calendar boundaries to prevent overboking

CRM Management & Data Integrity

• Maintain a clean, accurate, and fully up-to-date CRM system

• Ensure all records include:

• Complete contact details

• Proper formatting and structure

• Correct hyperlinks and notes

• Continuously improve CRM organization for usability and efficiency

Task Delegation & Tracking

• Build and maintain a personal operating system (using Notion) with SOPs and task tracking

• Organize meeting notes and action items from meetings

• Track follow-ups and ensure accountability on tasks

• Consolidate insurance information

• Proactively identify inefficiencies and propose improvements

• Manage outstanding personal administrative task

• Consolidate and back up important digital personal files securely

• Assist with personal life tasks (travel bookings, appointments, etc.)

• Help with anything that reduces admin stress and frees up Exec's time

Data & File Management

• Consolidate and back up important digital personal files securely

• Organize personal documents (insurance cards, wills, power of attorney, etc.)

• Maintain organized digital folders for personal records

• Document and build standard operating procedures (SOPs) from day one

Systems & Tools

• Communicate daily via Slack with structured updates.

• Fixer AI, Google workspace, Calendly, HubSpot, ToDoist

• BuilderTrend (construction software with CRM and sales pipeline features)

• Help expand Notion usage for SOPs, documentation, and a lightweight CRM.

• Fireflies (meeting recording and transcription

Benefits

• International experience

• Opportunity to work remotely from anywhere

• Supportive and collaborative team environment

• Learning and development opportunities

• Potential Performance Bonuses

• PTO

• HMO after 3 months