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 by managing calendars, communications, and AI‑driven workflows while ensuring smooth day‑to‑day operations.

Key responsibilities

• Review Loom recordings of prospect meetings, extract key details, and update opportunities in HubSpot.
• Draft and refine client proposals using internal pricing tools and collaborate with partners for finalization.
• Become the internal expert on Financial Cents, audit recurring workflows, and monitor project budgets and time tracking.
• Leverage Claude AI for prompting, connectors, and reusable skill files; continuously improve AI‑driven processes.
• Maintain organized company files, naming conventions, and evaluate new AI tools.
• Manage partners' calendars, email, and client communications, especially during travel.

Required profile

• Experience in a professional services environment where time and expertise are billable (accounting, legal, or marketing agencies).
• Strong understanding of budgets, billable hours, deadlines, and operational workflows.
• Self‑starter able to solve problems independently and improve processes without constant supervision.
• Comfortable working full‑time on U.S. Eastern Time (approximately 8:30 AM – 5:00 PM ET).

Required skills

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

What we offer

• Long‑term contractor engagement (approximately 40 hours/week).
• 100% remote work with flexibility.
• Opportunity to work with cutting‑edge AI tools in a technology‑driven firm.