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—especially Claude—to keep workflows smooth and enable the partners to focus on client work and business development.

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 every project has 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 creating 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 maintain high‑standard client service.

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 adapt to evolving AI‑driven workflows.
• Comfortable working full‑time in U.S. Eastern Time (approximately 8:30 AM – 5:00 PM ET).

Required skills

• HubSpot
• Financial Cents
• Microsoft Teams
• Claude (AI assistant)