Executive Assistant & Chief of Staff (Remote, Latin America)

About the role

We are looking for a highly proactive and business‑minded Executive Assistant / Chief of Staff to work directly with the founders and leadership team of a fast‑moving digital marketing agency. This hands‑on role combines executive support, operational management, vendor oversight, process improvement, and business development.

Key responsibilities

• Manage executive calendars, inboxes, meetings and communications, making scheduling and prioritisation decisions independently.
• Act as the trusted point of contact between leadership, internal teams, vendors and clients.
• Own day‑to‑day vendor relationships, negotiate pricing, monitor performance and maintain contracts.
• Administer and continuously improve operational tools and technology platforms, evaluating new AI‑powered solutions.
• Analyse existing workflows, design and implement SOPs, playbooks and training documentation.
• Monitor operational budgets, track expenditures and maintain financial records.
• Support revenue‑generating activities: prospect research, outbound outreach, CRM management and sales material preparation.

Required profile

• 3+ years experience in executive support, business operations or similar role with high independence.
• 2+ years hands‑on experience in sales, business development or marketing.
• Advanced English proficiency (C1 or higher) with excellent written and verbal communication.
• Proven ability to manage vendor relationships, negotiate contracts and monitor performance.
• Experience designing, documenting and improving operational processes.
• Strong organisational skills and ability to manage competing priorities in a fast‑paced environment.
• Proficiency in Google Workspace and administration of business software platforms.
• Practical experience using AI tools such as ChatGPT or Claude to boost efficiency.
• Ability to work independently in a fully remote setting and full availability during U.S. Pacific Time business hours.

Required skills

• Google Workspace
• AI tools (ChatGPT, Claude)
• HubSpot CRM
• Asana
• Monday.com