Remote EA & Project Manager for Senior Leaders (LATAM)

Vargasandrews Llc; Bogotá ciudad; Presencial; COP 49.598.000 - 59.408.000; A tiempo parcial

Ventajas ofrecidas por este puesto de trabajo

Health insurance

Work from home

Descripción de la vacante

INGEPSY is seeking an experienced Executive Assistant & Project Manager to support senior leadership remotely from Latin America, aligned with U.S. Pacific Time hours.

You will manage calendars, meetings, preparations, and deliverables while coordinating with Accountants, CFOs, and other finance professionals. The role combines high-level admin duties with project oversight and client coordination, requiring proactive planning, milestone tracking, risk awareness, and professional communication.

Formación

• Strong experience as an Executive Assistant or similar role supporting senior executives.
• Experience managing projects, initiatives, or cross-functional deliverables, not solely administrative.
• Calendar, meeting, communication, and executive-priority management experience.
• Strong problem-solving, organization, and attention to detail.
• Proactive, resourceful, with ability to anticipate needs and move work forward.
• Comfortable communicating with clients and senior stakeholders.
• Experience with Microsoft 365.
• Experience using AI tools for professional work.

Responsabilidades

• Provide high-level executive support and coordinate executive priorities.
• Manage calendars, meetings, and follow-up items.
• Prepare agendas, presentations, and briefing materials.
• Attend meetings, capture decisions, and ensure follow-through.
• Coordinate with Accountants, CFOs, Financial Directors, and other professionals.
• Support project plans, timelines, and deliverables from planning through completion.
• Coordinate client requests and maintain professional client communication.

Conocimientos

Executive support

Project management

Stakeholder coordination

Microsoft 365

AI tools familiarity

Time management

Client communication

Herramientas

Hubstaff

CRM

Microsoft Copilot

ChatGPT

Claude

Descripción del empleo

• Location: Remote, based in Latin America
• Engagement: Independent Contractor
• Contractor Fee: From USD 1,500 per month
• Required Availability: Aligned with U.S. Pacific Time (PT) business hours
• Industry: Professional Services / Outsourced Accounting & Finance

Company Overview

Our client is an international professional services organization supporting businesses across multiple markets. The organization provides outsourced accounting, finance, and business support services.

Due to the confidential nature of the search, additional company information will be shared with qualified candidates as they progress through the recruitment process.

Role Purpose:

The Executive Assistant & Project Manager provides high-level executive support while managing projects, priorities, and initiatives on behalf of senior leadership.

The role requires someone who can anticipate executive needs, manage competing priorities, protect leadership's time, and take ownership of projects from planning through completion. The individual will coordinate stakeholders, monitor timelines and deliverables, identify risks or delays, and ensure agreed actions are followed through.

While executive support is the primary focus, the role also has a client-facing component. The successful candidate will communicate with clients and coordinate with Accountants, CFOs, Financial Directors, and other professionals supporting outsourced accounting and finance engagements.

Technical accounting work is not part of the role, but previous exposure to accounting, finance, or professional services is preferred.

Key Responsibilities:

Executive Support

• Provide high-level support to senior leadership and serve as a key coordination point for executive priorities.
• Manage complex calendars, meetings, appointments, and competing priorities.
• Monitor communications, identify matters requiring attention, and maintain follow-up items.
• Prepare meeting agendas, presentations, reports, briefing materials, and other business documents.
• Attend meetings, capture decisions and action items, and ensure appropriate follow-through.
• Anticipate executive needs and proactively address scheduling, information, and coordination requirements.
• Handle confidential client and business information with discretion.

Project Management

• Manage assigned projects and initiatives from planning through completion.
• Establish and maintain project plans, timelines, milestones, deliverables, and action items.
• Coordinate internal and external stakeholders and maintain clarity around responsibilities and deadlines.
• Monitor progress and proactively follow up on outstanding commitments.
• Identify potential risks, delays, dependencies, and missing information and escalate when appropriate.
• Maintain clear visibility of project status for leadership.
• Support improvements to recurring processes, workflows, templates, and documentation.

Client & Stakeholder Coordination

• Support communication and coordination with clients and external stakeholders.
• Coordinate client requests with Accountants, CFOs, Financial Directors, and other internal professionals.
• Help ensure client requests reach the appropriate person and are followed through to completion.
• Maintain professional and responsive communication with clients.
• Support client onboarding, proposal preparation, invoicing coordination, and accounts receivable follow-up where required.
• Recognize requests requiring technical accounting or financial expertise and coordinate them with the appropriate professional.

Qualifications & Experience

Non-Negotiable

• Strong experience as an Executive Assistant, Senior Executive Assistant, Executive Coordinator, or similar role supporting senior executives.
• Demonstrated responsibility for managing projects, initiatives, or cross-functional deliverables, not solely providing administrative support.
• Strong calendar, meeting, communication, and executive-priority management experience.
• Excellent written and verbal English communication.
• Strong critical thinking, problem-solving, organization, and attention to detail.
• Strong emotional intelligence and professional judgment.
• Proactive and resourceful, with demonstrated ability to anticipate needs and independently move work forward.
• Comfortable communicating with clients, executives, and senior stakeholders.
• Strong ownership and follow-through across multiple simultaneous priorities.
• Strong working knowledge of Microsoft 365.
• Practical experience using AI tools such as ChatGPT, Microsoft Copilot, Claude, or similar tools for professional work.

• Able to provide services remotely from Latin America, with consistent availability during agreed U.S. Pacific Time (PT) business hours.

• Comfortable using Hubstaff for time tracking and engagement-related reporting.

Preferred

• 5+ years of Executive Assistant or executive support experience.
• Experience supporting founders, partners, C-suite executives, or senior leadership.
• Experience independently managing projects from initiation through completion.
• Exposure to accounting, finance, bookkeeping, outsourced accounting, consulting, or professional services.
• Experience working with U.S. or other international clients.
• Experience coordinating with Accountants, CFOs, Financial Directors, or other finance professionals.
• Experience with project management, CRM, and workflow-management platforms.

Benefits:

• Health insurance
• Work from home