This is a remote position.
About the Company
The client is a fast-growing permanent-capital holding company based in North Carolina, USA, that acquires, owns, and operates small businesses for the long term. Its current portfolio includes a variety of local service-based businesses—ranging from equipment dealerships to property and facility services—with additional acquisitions actively in progress.
As the company continues to scale its portfolio of companies and team members, it is seeking a highly capable Executive Assistant to provide direct, high-level support to the Principal, helping ensure operations, commitments, and daily priorities run with structure, accountability, and efficiency.
About the Role
The Executive Assistant is a high-ownership hybrid role combining executive support, operational coordination, and task management.
This position works directly with the Principal, who operates at a fast pace and generates deals, ideas, and commitments quickly. The primary responsibility of this role is to be the system behind leadership: capturing commitments, managing calendars, triaging communication, and keeping day-to-day operations moving smoothly without letting details fall through the cracks.
This is not a traditional administrative position focused solely on completing assigned tasks. The ideal candidate will be a proactive problem-solver who thinks independently, exercises sound judgment, identifies what needs to happen next, and takes full ownership of getting it done.
Key Responsibilities
Executive Support & Calendar
- Manage and protect executive calendars, meetings, and daily schedules, ensuring proper buffer times and priorities are maintained.
- Prepare leadership for meetings by providing key context, summary notes, and relevant documentation.
- Triage incoming communications, email, and messages daily, drafting responses and flagging priority items (targeting daily Inbox Zero).
- Translate voice memos, phone calls, and verbal commitments into written follow-ups, action items, and clear records on the same day.
Operations & Project Follow-Through
- Maintain a centralized system to track open commitments, deadlines, and action items across internal teams and external parties.
- Proactively follow up with stakeholders to ensure tasks and projects are completed on time.
- Pre-read long documents, reports, and contracts to provide concise summaries and recommendations.
- Support administrative coordination across residential and commercial property management, vendor communication, and invoice tracking.
- Handle personal and administrative management, including subscriptions, vendor scheduling, and key document organization in shared drives.
Communication & Logistics
- Coordinate equipment, vehicle servicing, orders, and deliveries remotely by phone and email through local teams.
- Plan end-to-end travel logistics, including flights, transportation, lodging, and itineraries.
- Serve as a clear, calm, and professional point of contact for internal and external stakeholders.
Technology & Systems
- Build and maintain organized systems across Google Workspace (Gmail, Calendar, Drive, Sheets) and Slack.
- Leverage AI tools such as Claude and ChatGPT to research, summarize, draft communications, and improve operational productivity while verifying data accuracy.
- Identify opportunities to simplify workflows and automate repetitive administrative work.
Requirements
- Previous experience as an Executive Assistant, Operations Assistant, Project Coordinator, or similar high-ownership support role for founders or senior executives.
- Broad generalist background with the ability to comfortably manage diverse and shifting tasks.
- Exceptional written and verbal English communication skills (Spanish fluency is a valuable asset).
- Strong organizational, systems-building, and project tracking abilities with high attention to detail.
- Proactive self-starter mindset with demonstrated ability to operate independently with minimal supervision.
- Direct, calm, and confident communication style when interacting with fast-moving executives and teams.
- High degree of discretion when handling confidential business, administrative, and personal information.
- Tech-savvy with proficiency in Google Workspace, Slack, and AI tools (Claude, ChatGPT).
Technical Skills
Experience with the following tools is highly valued:
- Google Workspace (Gmail, Calendar, Drive, Sheets)
- Slack
- AI Productivity Tools (Claude, ChatGPT)
- Task-tracking and project management tools
Benefits
- Salary: $1,400 - $1,800
- Growth opportunity: Opportunity to grow with a fast-growing company and take on increasing responsibility over time.
- Location: LATAM.
— Sarah J.
·
Marketing Manager
★★★★★
Verified
