Executive Assistant & Operations Coordinator — EA0926B

Executive Assistant Institute; United States; Remote; MXN 1,200,000 - 1,662,000; Full time

Job summary

Executive Assistant Institute is seeking a full-time Executive Assistant & Operations Coordinator to support two principals and the leadership team, coordinating calendars, travel and logistics, and maintaining knowledge systems. The role blends business operations with personal coordination and requires proactive communication.

You will manage AI-enabled workflows, oversee document hygiene, and ensure timely follow-ups, while maintaining strong English communication and tech-savvy problem

Qualifications

• 3+ years supporting executives, founders or business owners, ideally more than one at a time
• Experience with routines, checklists, and planning systems
• Hands-on use of AI tools (Claude/ChatGPT) to work faster and with judgment

Responsibilities

• Own the calendar and logistics for leadership team meetings using EOS framework
• Turn meeting notes into tracked action items with owners, next steps and dates
• Maintain and update to-do and issues lists between meetings
• Coordinate offsites, retreats and events and manage planning rushes

Skills

Executive support

AI tools

Travel booking

Tech troubleshooting

Notion

Slack

Zoom

English proficiency

Tools

Claude

ChatGPT

Job description

Executive Assistant & Operations Coordinator - EA0926B

Remote (LATAM-based) | Full-time | US Eastern time

About the Role

We're hiring a full-time Executive Assistant & Operations Coordinator to support the leadership of a growing US-based startup that sits within a wider family of companies. You'll work mainly with two principals and also handle scheduling for the broader leadership team. The company has just moved from a year of strategic planning into a year of execution, and the volume of work has grown with it. This role exists for one reason: leverage. You take coordination, follow-up and logistics off senior people's plates so they can spend their time where it matters most. You also help them work better, not just faster. About half of your time goes to the business and its leadership team. The other half goes to your two principals directly, including some personal logistics. This is not a box-checking role. Your principals want someone who quietly keeps them organized, raises red flags early, and will tell them when they aren't using you well.

What You’ll Do Keep the operating rhythm running

• Own the calendar and logistics for the leadership team's recurring meetings, which run on the EOS framework (L10 meetings, to-do and issues lists)
• Turn meeting recordings and notes into tracked action items. Each one gets an owner, a next step and a date, and you follow it through to closure
• Keep the to-do and issues lists current between meetings
• Coordinate offsites, retreats and events, including the planning rush that comes with them

Keep the company's knowledge system accurate

• Maintain an AI-powered knowledge and decision-tracking system built on Claude. It checks documents and communications against decisions the team has already made
• Make sure transcripts, emails and documents land in the right place so the system stays current. This includes chasing teammates for them
• Notice when the system isn't behaving as it should, and suggest improvements
• Own file and document hygiene: one location per document type, no personal drives, no duplicate copies

Be the first point of contact for technology

• Handle everyday tech requests from the team, such as access issues, missing email or shared drives, and coordinate fixes with the company’s outsourced IT provider
• Support a company-wide technology stack review: build the tool inventory, interview team members, gather requirements, and help run the transition
• Pick up new tools quickly as the stack changes

Support your principals

• Own calendars: scheduling, sequencing, and protecting focus time so no one is buried in back-to-back meetings
• Prepare for meetings: agenda, background, open items with that person, and one line on what the meeting needs to achieve
• After meetings, record what was committed to and by whom, then follow up
• Review AI-generated summaries, briefs and action items for accuracy. AI helps, but you're the check
• Book travel, including international trips, and step in when travel is disrupted
• Triage inboxes and follow up on open threads
• Coordinate personal calendars, appointments, vendors and errands remotely

Coordinate the wider team

• Schedule calls between leadership team members and busy external contacts
• Follow up with partners, vendors and outside parties so leaders don’t have to
• Adjust how you work to suit each person you support

How the work runs

• Two standing calls a week with your principal for the first month, then one a week plus a short written update
• Same-business-day response on anything non-urgent
• Anything blocked for more than 48 hours goes on a blocker list for the next standing call
• Nothing goes into a tracker without a next action and a date
• Sensitive matters, such as compensation, partner agreements or legal questions, go straight to your principal. You will never be asked to handle a difficult conversation on someone's behalf

Location & Hours

• LATAM-based, working from home
• Full-time, Monday to Friday, aligned to US Eastern business hours
• The work comes in waves: busy stretches, then quieter ones. Reliable overlap with your principals’ working day is essential. This is not an asynchronous role
• Now and then, roughly once or twice a month, a time-sensitive request lands outside the usual flow, such as a travel disruption or a last-minute reservation change. How these are handled is agreed with EAI at placement
• Your principals protect your personal time. Plan time off ahead and communicate early, and you’ll be fully supported

What You’ll Bring Experience and tools

• 3+ years supporting executives, founders or business owners, ideally more than one at a time and in a fast-moving or startup environment
• Strong executive function: routines, checklists, and a planning system you can walk us through
• Hands-on, everyday use of AI tools (such as Claude or ChatGPT) to work faster, and the judgment to check what they produce
• Comfort with technology: you can troubleshoot basic issues, learn new tools fast, and explain them clearly to non-technical people
• Travel booking experience, including international travel
• Notion, Slack and Zoom
• Clear, professional written and spoken English. Your resume must be in English

How you work

• You anticipate. You spot what your principals will need before they ask, and make sure they’re briefed so they don’t have to do it themselves
• You don’t need to be micromanaged. Ask as many questions as you need while learning something. Once you’ve been shown, you own it
• You check your own work, especially where money, travel or deadlines are involved. Mistakes happen. Repeating the same mistake on something critical doesn’t
• You're candid. You push back when something doesn’t make sense, and you’ll tell your principals how to use you better. This team does not want a yes-person
• You're trustworthy and discreet with passports, payment cards and personal information
• You're comfortable with change and you bring structure. Priorities shift, and you keep the systems that stop things from falling through
• You learn fast. Hand you an unfamiliar tool and a manual, and you’ll get most of the way on your own
• You protect your own time responsibly: you plan ahead and communicate early

Bonus Points For

• Experience with EOS (Entrepreneurial Operating System) or L10 meetings
• Using Claude or similar AI tools for knowledge management or building simple AI workflows
• First-line IT support, or coordinating with an IT provider
• Tech stack audits or tool migration projects
• Event, offsite or retreat planning
• Scheduling across senior external stakeholders who don’t report to you

Your Setup

• A computer that runs several browser-based systems at once without slowing down
• Stable home internet, with a backup connection
• A working webcam and headset. Video calls are camera-on

Job Code for this is: EA0926B