Executive Assistant Operations

📍 Location: LATAM or Philippines

📝 Contract: Full-time, Permanent

💻 Work Modality: 100% Remote – CST Timezone

❗ Only CVs in English will be accepted

💰 Salary: $1,500 – $2,200 USD/month

Role and Company Overview:

We are a US-based fractional HR consulting firm helping growing companies build the people systems, structure, and strategy they need to scale. The founder works across a portfolio of clients as a fractional HR executive — handling recruiting, onboarding, compliance, and HR infrastructure. We're looking for an Operations Executive Assistant who will own the administrative and operational backbone that keeps everything running while the founder focuses on client delivery and business development. This is not a task-taking role — it's a systems-building role.

Responsibilities:

• Manage the founder's inbox and calendar, including scheduling, invites, and coordination across multiple client accounts
• Keep the founder organized and on top of deadlines across concurrent engagements
• Build and maintain the task and project management system in Asana
• Turn call recordings and loose notes into clean SOPs, playbooks, and reference documents
• Proactively identify opportunities to streamline or automate existing workflows
• Recommend and help integrate tools or AI workflows where relevant
• Support the founder's newsletter; social media content support is a plus
• General administrative and research support as needed

Requirements:

• Minimum 3 years of experience as an Executive Assistant or in an operations role
• Experience with HubSpot CRM
• Experience building and managing workflows in a task/project management tool
• Highly organized and detail-oriented, comfortable managing multiple workstreams at once
• Excellent written and verbal English
• Comfortable using Claude and/or ChatGPT in daily work
• Resourceful self-starter who figures things out independently

Nice-to-Haves:

• Familiarity with Airtable
• Experience in a B2B services environment
• Experience with Asana specifically
• Newsletter writing experience
• Social media content support experience

Software and Tools Used:

• HubSpot — CRM (required)
• Asana — task and project management
• Airtable — familiarity a plus
• Claude and/or ChatGPT (required)
• Google Workspace — Docs, Sheets, Slides, Drive, Gmail, Calendar
• Read AI — meeting notes tool used by the client