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, manage AI‑driven workflows and ensure smooth day‑to‑day operations while aligning with U.S. Eastern business hours.

Key responsibilities

• Support sales and proposal processes: review Loom recordings, update opportunities in HubSpot, draft and refine client proposals.
• Manage systems and operations: become the expert on Financial Cents, audit recurring workflows, monitor budgets and time‑tracking, and conduct budget reviews.
• Leverage AI and process automation: use Claude for prompting, connectors, and reusable skill files; continuously improve AI‑driven workflows and evaluate new AI tools.
• Provide executive support: manage partners’ calendars, email and communications, interact professionally with clients via email, video calls and occasional phone.

Required profile

• Experience in a professional services environment where time and expertise are the primary products (accounting, legal or marketing agencies are relevant).
• Strong understanding of budgets, billable hours, deadlines and operational processes.
• Ability to work independently, solve problems proactively and communicate clearly in English.
• Availability to work during U.S. Eastern business hours.

Required skills

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