Executive Assistant
Confidential Client · Remote (LATAM) · Part-Time Contractor
Placement facilitated through Pathfinder Talent Solutions
About the Opportunity
Our client, a growing international company, is looking for a proactive, organized, and detail-oriented Executive Assistant to become the engine behind the leadership team's day. You will manage calendars and inboxes, handle routine communication with clients, partners, and service providers, keep documents, spreadsheets, and files in order, and build simple systems so nothing gets lost or delayed. If you are the kind of assistant who stays three steps ahead, sees a gap and fills it, and takes pride in getting the details right, this role is for you.
Work Schedule & Logistics
Location: Remote, based in Latin America
Schedule: Part-time, 20-25 hours per week
Engagement: Part-time independent contractor
Language: Professional English required / Spanish or Portuguese nice to have
Role Summary
As the Executive Assistant, you will provide 20-25 hours per week of direct administrative support to the company's leadership. You will own the calendar and inbox, coordinate meetings and travel, prepare documents and spreadsheets, and keep track of open items and deadlines until they are done. You will also support back-office follow-up with service providers, hiring logistics, and light marketing and presentation tasks, so the partners can spend their time on clients, growth, and strategy, knowing the details are handled.
Key Responsibilities
Pillar 1: Direct Support to Leadership
- Optimize the calendar. Schedule and protect time for client meetings, partner calls, focused work, and travel, keeping calendars accurate and conflict-free across time zones.
- Triage the inbox. Sort incoming email, draft routine responses for review, escalate high-impact messages, and clear the clutter.
- Arrange travel and events. Book flights, hotels, and logistics for business trips, conferences, and industry events.
- Prepare a weekly snapshot. Send leadership a concise summary of upcoming meetings, open items, deadlines, and roadblocks.
- Support meetings. Prepare agendas, gather materials beforehand, and capture notes and action items afterward.
Pillar 2: Stakeholder Communication
- Confirm and remind. Send meeting confirmations, reminders, and follow-ups to clients, partners, and service providers with professionalism and precision.
- Handle routine inquiries. Respond to day-to-day requests yourself and escalate only what truly needs leadership attention.
- Keep contacts current. Maintain up-to-date contact lists and records for clients, partners, and service providers.
Pillar 3: Documents, Data & Back Office
- Prepare documents. Draft, format, and update memos, letters, agendas, and presentations in Google Docs, Word, and PowerPoint or Google Slides.
- Maintain spreadsheets. Build and update simple trackers and lists in Excel and Google Sheets, keeping data clean and accurate.
- Follow up on the back office. Track pending vendor invoices, contract renewals, and service provider deliverables, coordinating with the operations team.
- Keep files organized. Maintain meticulous records and a clear folder structure so any document can be found quickly.
- Document the process. Create and maintain simple SOPs and checklists for recurring tasks so work runs consistently.
Pillar 4: Hiring & Project Support
- Coordinate hiring logistics. Post roles, organize applications, and schedule interviews with speed and professionalism.
- Support onboarding. Make sure new team members have the documents, access, and introductions they need on day one.
- Assist with brand and marketing. Draft simple social media posts, organize content, and help prepare materials for events and presentations.
- Support projects. Bring organization and follow-through to ad hoc projects as they come up.
Position Requirements
Essential
- Proven experience as an executive assistant, virtual assistant, or in a similar administrative role, ideally in a fast-paced environment.
- Outstanding written and verbal communication, with clarity, professionalism, and accuracy in every message.
- Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks and prioritize effectively.
- A proactive, self-directed mindset: anticipates needs and takes the lead without waiting for instructions.
- Comfortable with Excel, Google Sheets, Google Docs, Word, and scheduling tools such as Google Calendar or Outlook.
- Sound judgment and discretion when handling confidential business and financial information.
- Professional English, written and spoken.
- Reliable internet connection and a quiet remote work setup.
Bonus
- Experience supporting founders or senior executives in a fast-growing company.
- Familiarity with CRM, project management, or task tracking tools.
- Experience with recruiting coordination or basic social media and content tasks.
- Spanish or Portuguese proficiency.
Compensation & Benefits
- Compensation. $1,100 USD per month.
- Structure. Part-time independent contractor engagement, 20-25 hours per week.
- Flexibility. Fully remote from anywhere in Latin America.
