Executive Assistant: Project Coordinator — EA0926A

Executive Assistant Institute; United States; Remote; MXN 809,000 - 1,348,000; Full time

Job summary

Executive Assistant Institute is seeking full-time, LATAM-based Executive Assistants to support US-based principals in a dynamic, unstructured environment. This role requires strong initiative, excellent written English, and the ability to map out workflows and timelines.

You will manage calendars, coordinate projects, and perform research across diverse topics. Notion experience is a plus, and cameras-on video calls are a normal part of the day.

Qualifications

• 3+ years supporting an executive, principal, or business owner in unstructured environments.
• Clear, professional written English. Your resume must be in English.
• Strong research instincts — you find accurate, actionable information and organise it so it can be acted on.
• The habit of asking and confirming instead of assuming.
• Honesty about limits. "I don't know this yet, here's how I'll find out" is a good answer.
• Notion experience is a strong preference for both roles.
• Comfort switching between unrelated tasks in a single day.
• Discretion with sensitive personal and business information.
• Comfort with camera-on video calls as a normal part of the working day.

Responsibilities

• Take vague or open-ended requests and return clear next steps, options, and timelines.
• Communicate proactively — status, blockers, and revised ETAs surfaced before you're asked.
• Pick up the phone or send the email to a stranger when that's what gets the answer.
• Keep work trackable and findable, so nothing depends on memory.
• Flag what you don't know early, with a plan to close the gap.

Skills

Executive support

Independent judgment

English writing

Research skills

Discretion

Tools

Notion

Google Workspace

Job description

EA - Business Support & Project Coordination

Remote (LATAM-based) | Full-time | US business hours

Executive Assistant — EA0926A

EA - Business Support & Project Coordination

Remote (LATAM-based) | Full-time | US business hours

About the Role

We're hiring full-time Executive Assistants to support US-based principals. The work varies by placement, and where you land is decided through the interview process based on where you fit best — apply once and we'll work out the right match together.

This is not a role where the work arrives pre-defined. You'll be handed a goal — sometimes a clear one, often a vague one — and asked to figure out what needs to happen: who to contact, what the process is, what the options are. You bring back a pathway, not just a status update.

Research and initiative are the starting point of almost everything. Full training is provided on each principal's systems and context. Judgment, follow-through, and communication are the parts we can't teach.

Location & Hours

• LATAM-based, working from home
• Full-time, aligned to US business hours. Exact schedule is confirmed at placement — one role runs a compressed four-day week on US Eastern time, the other a standard week on US Pacific time.
• Reliable overlap with your principal's working day is essential. This is not an asynchronous role.

The Two Tracks

Placement is decided during interviews. You don't choose upfront.

Track A — EA Business Support Supporting a fast-moving professional-services operation across several business lines.

• Own calendar and cadence across multiple concurrent workstreams
• Keep deadlines and deliverables from slipping — chase, remind, escal...
• Support an active search pipeline: scheduling, candidate check-ins, intake and database organisation
• Run light check-ins across a distributed team and surface blockers before they become problems

Track B — PA and Projects Supporting a principal and family across a wide, unpredictable mix of one-off projects.

• Research unfamiliar topics from a standing start and map out the first steps
• Contact agencies, vendors, and institutions directly to get answers that aren't published anywhere
• Coordinate personal and family logistics: documentation, travel, healthcare, property and insurance admin
• Turn a two-line request into organised options with timelines, costs, and a recommendation

What You'll Do

Regardless of placement, the following sits at the centre of the role:

• Take vague or open-ended requests and return clear next steps, options, and timelines
• Communicate proactively — status, blockers, and revised ETAs surfaced before you're asked
• Pick up the phone or send the email to a stranger when that's what gets the answer
• Keep work trackable and findable, so nothing depends on memory
• Flag what you don't know early, with a plan to close the gap

What You'll Bring

Independent judgment is the requirement. You need to be someone who takes limited context, forms a sensible view of what's being asked, and moves — checking in when genuinely stuck, not at every fork.

• 3+ years supporting an executive, principal, or business owner, ideally in unstructured environments
• Clear, professional written English. You'll be writing directly to clients, vendors, and institutions. Your resume must be in English.
• Strong research instincts — you find accurate, actionable information and organise it so it can be acted on
• The habit of asking and confirming instead of assuming
• Honesty about limits. "I don't know this yet, here's how I'll find out" is a good answer. Silence is not.
• Notion experience is a strong preference for both roles. Both principals run their work out of it, so hands-on familiarity puts you well ahead.
• Comfort switching between unrelated tasks in a single day
• Discretion with sensitive personal and business information
• Comfort with camera-on video calls as a normal part of the working day

Your Setup

• A computer that runs Google Workspace alongside several browser-based systems without slowing down
• Stable home internet, with a backup connection
• A working webcam and headset — video calls are camera-on

Bonus Points For

• Todoist, Dropbox, or similar organisation and task tools
• Experience coordinating with US-based vendors, agencies, or government offices
• Background in recruitment, executive search, or candidate coordination
• Comfort in spreadsheets beyond the basics

Next Step

Shortlisted candidates complete a short assessment: a timed research and pathway-building exercise, plus a live written communication task.