Executive Assistant (Remote, Contractor)

About the role

We are seeking a proactive Executive Assistant to serve as the operational backbone for a boutique U.S.-based professional services firm. Working remotely from LATAM, you will support the two partners daily, leveraging AI tools to streamline workflows, manage proposals, and keep internal processes running smoothly.

Key responsibilities

• Review Loom recordings of prospect meetings, extract key information, and update opportunities in HubSpot.
• Prepare first‑draft proposals using internal pricing tools and collaborate with partners to finalize them.
• Become the internal expert on Financial Cents, audit recurring workflows, and ensure projects have budgets, owners, and complete data.
• Monitor budgets and time tracking, conduct budget reviews, and communicate findings via Microsoft Teams.
• Use Claude extensively for prompting, connectors, and maintaining reusable skill files; continuously improve AI‑driven workflows.
• Organize company files, maintain naming conventions, and research new AI tools.
• Manage partners' calendars, email, and communications, especially during travel, and interact professionally with clients.

Required profile

• Experience in a professional services environment where time and expertise are the primary products (accounting, legal, or marketing agencies).
• Strong understanding of budgets, billable hours, deadlines, and operational processes.
• Ability to work independently, solve problems proactively, and adapt to evolving AI‑driven workflows.
• Comfortable working full‑time remotely within U.S. Eastern Time business hours.

Required skills

• HubSpot
• Microsoft Teams
• Claude (AI tool)
• Financial Cents
• Loom