Executive Assistant

The Limitless Agent Company | Real Estate Marketing | PayPerClose Leads | Founder: Oswaldo Gutierrez; Mexico; On-site; PHP 3,741,000 - 5,611,000; Full time

Job summary

Silva Media is seeking a Senior Executive Assistant to serve as the operational backbone for two founders, coordinating calendars, emails, and day-to-day logistics while overseeing billing, invoicing, and financial reporting. This role drives project orchestration across multiple tools, ensures accountability, and builds scalable SOPs.

Fluency in Spanish and English is required for cross-border collaboration.

Qualifications

• 3–5+ years as an Executive Assistant, Operations Coordinator, or Integrator to a founder or busy executive.
• Bilingual (Spanish/English) — fluent and professional in both, non-negotiable.
• Strong organizational, calendar management, and deadline-tracking skills.
• Experience with billing, invoicing, and financial operations.

Responsibilities

• Founders' Executive & Personal Support: manage calendars, inboxes, and logistics for two busy founders.
• Task & Project Orchestration: maintain project lists in ClickUp/Monday/Asana/Airtable and surface priorities.
• Team Accountability: chase deadlines, follow up on deliverables, ensure accountability.
• Billing & Finance Operations: ensure client billing and team payments are on time; flag discrepancies.
• Bookkeeper Liaison & Financial Reporting: interface with outsourced bookkeeper and translate numbers for founders.
• SOPs & Systems Building: convert Loom tutorials into clean SOP docs for training.

Skills

Executive support

Operations coordination

Billing & finance operations

Project management

Bilingual Spanish/English

Self-management

Tools

ClickUp

Monday

Asana

Airtable

QuickBooks

PandaDoc

Mercury

Square

Job description

Senior Executive Assistant — Operations, Finance & Project Coordination

Become the operational backbone of one of the fastest-growing bilingual marketing companies in U.S. real estate — the person two founders trust to run the entire back end while they scale.

We're NOT looking for a secretary who waits to be told what to do.

We're looking for a self-managed, obsessively-organized operator who finds the gaps before we do, keeps the whole team accountable to their deadlines, and executes — the administrative backbone that keeps the company organized, on time, and moving.

Silva Media is a fast-growing bilingual (Spanish/English) real estate marketing company serving 100+ active agents across the United States.

We install a predictable client-acquisition machine backed by a performance guarantee most agencies wouldn't dare make: 12 closings in 12 months, or the client doesn't pay.

We're building something rare — the category leader in Latino real estate marketing, in a space with virtually zero competition in Spanish. It's a blue ocean, we move fast, and we're looking for A-players who want to grow with us and build something they're genuinely proud to be part of.

You are the right hand to both founders — Oz (systems & strategy) and Jimmy (sales & growth). As we grow fast, the back end of the company needs a true owner: someone who keeps every moving part organized, every deadline honored, every payment on time, and every priority visible. That's you.

You own the operational and administrative engine of the company. You keep the founders' calendars, inboxes, and day-to-day logistics running like a well-oiled machine. You orchestrate tasks and priorities across the entire team, hold people accountable to their deliverables and deadlines, and make sure the money side runs clean — clients billed on time, the team paid on time, the books reviewed and reported. You don't keep the books yourself (that's outsourced to a professional bookkeeper) — you own that relationship, review what they send back, catch what doesn't add up, and report it to the founders in plain language.

Within your first 90 days, the founders should feel you covering the back end so completely that they can pour 100% of their energy into clients, sales, and scale.

1. Founders' Executive & Personal Support.

Calendars, scheduling, inbox triage, meeting prep, follow-ups, and the personal logistics that keep two busy founders running smoothly.

2. Task & Project Orchestration + Prioritization.

You are the single source of truth for what's happening and what's next. You live inside our project management tool (ClickUp, Monday, Asana, or Airtable), keep every list current, surface stale or orphaned priorities, and find the gaps before anyone asks. You don't just track tasks — you decide what matters most and keep it moving.

3. Team Accountability.

You keep the whole team — and the founders — honest about their commitments. You chase what's owed, follow up on deadlines and deliverables, and make sure nothing slips through the cracks.

4. Billing & Finance Operations ("Billing Police").

You make sure every client is billed correctly and on time, and every team member is paid on time, every time. You chase overdue invoices, flag discrepancies across Square / WHOP / PandaDoc / Mercury, and keep our admin pipeline clean and current.

5. Bookkeeper Liaison & Financial Reporting.

You're the bridge between Silva Media and our outsourced bookkeeper — feeding clean inputs, reviewing what comes back, catching what doesn't add up, and translating the numbers into a clear monthly picture the founders can act on.

6. SOPs & Systems Building.

You turn founder-led Loom videos and tutorials into clean, written SOP Google Docs the whole team can follow — consolidating scattered notes into single-source playbooks that make communicating, delegating, and training the next hire effortless.

• Team paid on time → 100%. On time, every time.
• Client billing → zero slips. No overdue or un-chased invoice goes unnoticed.
• Project system reflects reality. No stale, orphaned, or invisible priorities.
• Deliverables & deadlines tracked. The team stays accountable and on schedule.
• Monthly financial reporting → clean and on time, without the founders asking.
• Founder Escalations → Zero. Leadership stops touching the admin lane. That's the whole job.
• Bilingual (Spanish/English) — fluent and professional in both, non-negotiable.
• You have 3–5+ years as an Executive Assistant, Operations Coordinator, or Integrator to a founder or busy executive.
• You've personally owned billing, invoicing, or financial operations before — and you treat a missed payment like a fire.
• You're QuickBooks-literate and comfortable reviewing books even when a third party keeps them.
• You're a power user of a project management tool (ClickUp, Monday, Asana, or Airtable) — you don't just use it, you run people through it.
• You are extremely detail-oriented and fully self-managed. Nobody has to keep you on track — you keep everyone else on track.
• You find the gaps before you're told. You see the thing nobody assigned, and you handle it.
• You can turn a messy Loom walkthrough into a clean SOP a brand-new hire could follow.
• You're AI-friendly — you use tools like Claude/ChatGPT to move faster.
• You can hold people accountable — including your bosses — without being a pushover.
• You're an executioner, not a note-taker. Things get done when they hit your desk.
• You wait to be told what to do.
• You think "I sent a reminder" means the job is done.
• Numbers, spreadsheets, or billing make you nervous.
• You confuse being nice with being effective — you can't hold a teammate (or a founder) to their word.
• You need to be managed, chased, or reminded yourself.
• You let things slip and explain why afterward instead of catching them before.