Remote Executive Assistant / Contracts & Operations Support (LATAM)

The company is seeking a detail-oriented, discretion-first Operations & Contracts Support Specialist to support the founder of a boutique privacy consulting firm. This is not a classic calendar-and-inbox EA role — the founder manages her own schedule and email closely. Instead, this role is built around the operational and semi-legal busywork that pulls focus from client work: contracts and proposals, invoicing, vendor onboarding, and light HR/payroll administration.

This role suits someone who is comfortable with paralegal-style document work (redlining, SOWs, MSAs), enjoys process and precision, and can be trusted with sensitive client and financial information.

Location: Fully Remote (Brazil, Mexico, or Colombia)

Job Type: Full-Time

Salary: $1,000 - $1,700 per month (based on experience)

Requirements

• 3+ years supporting a founder, attorney, or professional services firm in an operations, paralegal, or EA capacity

• Experience with contract lifecycle basics — MSAs, SOWs, redlines, tracking/storage — even if not formally legal-trained

• Comfort with invoicing/AP tools (e.g., Ramp) and vendor onboarding (W9s, etc.)

• Exposure to payroll/PEO administration a plus

• Familiarity with HubSpot, ClickUp, Notion, or similar CRM/marketing tools

• High discretion with confidential client and financial information — this firm works with enterprise clients on privacy/compliance matters

• Excellent written English and strong attention to small details (this founder is exacting about precision)

Key Responsibilities

• Contracts & Proposals

• Turn approved proposals into SOWs and manage the MSA process

• Track and manage redlines back-and-forth with clients; maintain organized contract records

• Invoicing & Vendor Management

• Own the (semi-automated) invoice process end-to-end

• Manage vendor onboarding in Ramp, including W9 collection (~7–8 vendors/month)

• HR & Payroll Administration

• Handle recurring PEO tasks (payroll processing clicks, new-hire/contractor paperwork, benefits admin)

• Coordinate small team touchpoints — security trainings, birthdays, onboarding welcomes

• Support 6 employees and 4–6 contractors

• Marketing & Client Onboarding Support

• Assist with HubSpot admin tasks

• Manage client onboarding forms and related paperwork

• Nice to Have

• Background touching legal/paralegal work, even informally

• Experience supporting a founder at a professional services or consulting firm

• Comfort learning firm-specific SOPs and Claude-based workflow skills

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