Executive Assistant / Operations Coordinator at Brand Maven Consulting | Torre
Executive Assistant / Operations Coordinator
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Brand Maven Consulting

Executive Assistant / Operations Coordinator

Brand Maven Consulting
Posted by
[
Valeria Stephanie Solange Quispitongo Haro
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Full-time

Legal agreement: Depends on the location of the candidate

Currency exchange and payroll taxes to be paid by:

Candidate

Base compensation
USD20k - 30k/year

+ Health insurance

Negotiable
location_on
Remote (specific timezone)
public
GMT-12:00 to GMT-04:00
Posted 6 months ago

Responsibilities

Brand Maven is a regulatory consulting firm helping companies register fertilizers, pesticides, and organic products across the United States and internationally. Our clients rely on us to manage complex regulatory portfolios and ensure compliance across dozens of jurisdictions. We are looking for a highly organized Executive Assistant to work directly with the founder. Your mission is simple: remove operational friction so the founder can focus on high-value work. This role is ideal for someone who enjoys organizing systems, coordinating people, and making sure nothing falls through the cracks. Core Responsibilities: Founder Inbox Management: - Monitor the founder’s inbox and triage incoming emails. - Sorting and prioritizing emails. - Drafting responses for approval. - Responding to routine requests. - Flagging messages requiring decisions. - Archiving or redirecting irrelevant messages. - The goal is to reduce the number of emails the founder must personally handle. Calendar and Meeting Coordination: - Own the founder’s calendar. - Scheduling and confirming meetings. - Coordinating calls with clients. - Ensuring proper meeting preparation. - Preventing calendar conflicts. - Sending reminders and follow-up notes. Task and Follow-Up Management: - Serve as the founder’s task manager. - Maintaining a centralized task list. - Tracking deadlines and deliverables. - Sending reminders and follow-ups. - Ensuring commitments are completed. - Coordinating tasks across the team. Sales Pipeline Administration: - Manage the operational side of the lead funnel. - Logging incoming leads. - Scheduling discovery calls. - Preparing proposal drafts from templates. - Sending proposals and tracking responses. - Following up with prospects. - Maintaining pipeline records. Document Organization: - Act as the company’s document librarian. - Organizing shared drives and file structures. - Enforcing naming conventions. - Ensuring documents are easily retrievable. - Maintaining consistent document storage practices. - Migrating and cleaning legacy files. Internal Coordination: - Support operational coordination across the team. - Preparing meeting agendas. - Documenting action items. - Tracking project follow-ups. - Assisting with internal documentation. - Coordinating communication between team members. Personal Life Administration: - Assist the founder with personal logistics when needed. - Travel planning. - Appointment scheduling. - Reservation booking. - Gift purchasing. - Personal calendar coordination. Operational Support: - Provide general administrative and operational support. - Spreadsheet preparation. - Light bookkeeping coordination. - HR documentation organization. - Vendor coordination. - Research and information gathering. Success in This Role: Within the first 90 days, a successful Executive Assistant will: - Manage the founder’s inbox and calendar. - Coordinate meetings without direct involvement. - Maintain a reliable task management system. - Manage lead flow admin and prepare proposal drafts efficiently. - Organize shared documents. - Ensure follow-ups never fall through the cracks.
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