Remote Executive Assistant

HireLATAM; A distancia; MXN 200,000 - 400,000; Jornada completa

Descripción de la vacante

A premier recruitment agency is seeking a Remote Executive Assistant to support a high-performance U.S. entrepreneur. This full-time role requires 3+ years of remote executive support experience, strong written and spoken English, and proficiency in managing calendars and communications. You’ll handle project management tasks, coordinate with various stakeholders, and ensure organizational efficiency. The position is suited for individuals who thrive in a flexible and autonomous working environment with high attention to detail and proactive problem-solving skills.

Formación

• 3+ years supporting executives remotely.
• Strong written and spoken English.
• Experience managing executive inboxes and calendars.

Responsabilidades

• Manage the Owner’s calendar and email inbox.
• Draft professional emails, letters, and summaries.
• Coordinate meetings with attorneys and consultants.
• Create structured action plans for new initiatives.
• Organize digital documents in Google Workspace.

Conocimientos

Supporting executives remotely

Strong written and spoken English

Managing executive inboxes and calendars

Strong organizational skills

Proficiency with Google Workspace

Experience with CRMs or project management tools

Reliable home office setup

Descripción del empleo

HireLatam is a premier recruitment agency that places top Latin American talent in independent contractor roles in US companies. With a proven track record and a commitment to excellence, we’re your trusted partner in the pursuit of career success. Our extensive network, personalized approach, and supportive guidance ensure that you’re in the best hands to find your next job opportunity.

Remote Executive Assistant (100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary: $3,000 USD/month

Schedule: Monday – Friday, business hours Pacific Time but flexible

Job Overview

We are seeking a high-level Executive Assistant to serve as the Owner’s operational and organizational right hand across multiple real estate, lending, and investment entities. This is a remote-only, full-time role based in Latin America supporting a high‑performance U.S. entrepreneur. The EA manages communication flow, task execution, documentation, scheduling, and cross‑company coordination. They anticipate needs, keep the Owner’s world organized, and ensure commitments stay on track. Success in this role requires a very high degree of autonomy, strong written communication, and the ability to independently manage priorities without step‑by‑step direction.

Responsibilities

Executive Support & Communication

• Manage the Owner’s calendar including scheduling, buffers, and rescheduling.
• Manage the Owner’s email inbox (filtering, prioritizing, drafting, summarizing).
• Draft professional emails, letters, memos, and written communications.
• Prepare briefing documents, summaries, agendas, and decision packets.
• Coordinate meetings with attorneys, CPAs, lenders, consultants, and business partners.
• Maintain and update the Owner’s contact and relationship database.

Project Management & Task Execution

• Review the Owner’s project lists and independently move tasks forward.
• Track deadlines, deliverables, and project statuses.
• Coordinate with external consultants and provide necessary documentation.
• Create structured action plans for new initiatives and internal projects.
• Ensure nothing falls through the cracks across multiple business entities.
• Manage follow‑ups with advisors, vendors, and internal stakeholders.

Documentation & Organization Systems

• Organize digital documents and folders in Google Workspace.
• Standardize naming conventions and filing systems.
• Manage document routing, signature collection, and version control.
• Create and maintain SOPs, workflows, templates, and checklists.
• Prepare meeting notes and circulate action items.

Light Operational & Administrative Support

• Manage vendor lists and collect required documentation (W‑9s, COIs, proposals, contracts).
• Research vendors, tools, service providers, and industry information.
• Collect invoices and receipts for outsourced bookkeeping teams.
• Provide personal admin support when it overlaps business operations (renewals, registrations, document collection).

Anticipatory & Proactive Support

• Anticipate needs and present options before being asked.
• Identify gaps, bottlenecks, and opportunities proactively.
• Maintain awareness of active projects, deadlines, and priorities.
• Remind the Owner of upcoming commitments and required actions.

Qualifications, Skills, and Key Competencies

• 3+ years supporting executives remotely.
• Strong written and spoken English.
• Experience managing executive inboxes and calendars.
• Strong organizational and task‑management skills.
• Proficiency with Google Workspace (Drive, Docs, Sheets, Calendar).
• Experience with CRMs or project management tools.
• Reliable home office setup with stable internet.

Preferred Experience

• Exposure to real estate, finance, or professional services environments.
• Managing information across multiple companies or business lines.

The Person Who Thrives Here

• Operates with very high autonomy and enjoys independent work.
• Does not require constant interaction, emotional connection, or reassurance.
• Highly organized, structured, and detail‑oriented.
• Exceptional written communicator.
• Calm, adaptable, and effective in a fast‑moving entrepreneurial environment.
• Thinks ahead and anticipates needs before they arise.
• Learns new software quickly and enjoys improving systems.
• Handles confidential information with absolute discretion.

What This Role Is Not

• Not for someone who needs frequent check‑ins, collaboration, or social interaction to stay motivated.
• Not a step‑by‑step administrative task role — success requires ownership of outcomes.
• Not a U.S. bookkeeping job (accounting is outsourced; this role communicates, organizes, and collects data only).
• Not suitable for someone who needs rigid structure or daily supervision.
• Not for someone who waits to be told what to do.

Application Disclaimer: Please Read Before Proceeding

To ensure a fair and efficient hiring process, all applications must meet the mandatory requirements listed in the job description.

Voice/Video Recording is REQUIRED

Your application cannot be considered without a voice or video recording. It must be at least 30 seconds long and in English. Submissions in any other language or missing a recording will be automatically disqualified.

Mandatory Knockout Questions

Each application includes knockout questions designed to verify minimum qualifications required by the client. If you answer "NO" to any of these, you will be immediately disqualified from the hiring process for not having the experience requested for the role. Please note that the citizenship question is also a knockout if you answer "YES" as we are only able to hire Latin American talent based in Latin America.

Apply Wisely

To maintain fairness, please apply to no more than three jobs and only if you fully meet the listed qualifications. Applying to roles you don’t qualify for will not improve your chances and may affect future applications.

Check Your SPAM Folder

All important updates will be sent via email, so be sure to check your inbox and spam/junk folders to avoid missing any communication.

We appreciate your interest and look forward to reviewing your application!