Remote Executive Assistant

HireLATAM; United States; Remote; USD 21,000 - 25,000; Full time

Benefits offered by this job

Paid Time Off

8 Company Holidays per year

Job summary

HireLATAM is seeking a highly organized Executive Assistant to support the CEO in a fully remote capacity. The role operates during US Eastern hours (8:00–17:00) and is remote from Latin America, requiring proactive calendar management, executive communications, and meticulous gatekeeping.

You will coordinate complex travel, track action items, and prepare briefing documents, reports, and presentations while handling confidential information with discretion and professionalism.

Qualifications

• 5+ years of executive assistant experience supporting C-level executives.
• Outstanding calendar management for complex schedules.
• Excellent written and spoken English communication.
• Proactive initiative and gatekeeping abilities.
• Discretion with confidential information.

Responsibilities

• Manage the CEO’s master calendar with precision and resolve scheduling conflicts.
• Act as the primary gatekeeper for the CEO and protect executive time.
• Track action items and deadlines across the executive office.
• Coordinate travel arrangements and related logistics.
• Prepare executive communications, presentations, and briefing materials.
• Support cross-functional projects for the leadership team.

Skills

Calendar management

Gatekeeping

Executive communications

Confidentiality

Discretion

English proficiency

Tech proficiency

Tools

MS Office 365

Google Workspace

Calendar apps

Video conferencing tools

Job description

Job Title: Remote Executive Assistant (100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary: $2,055 USD monthly salary (Paid directly in USD)

Schedule: Monday through Friday, 8:00 AM - 5:00 PM US Eastern Time / EST.

About the Client

Our Client is a certified women-owned (MWBE) commercial flooring contractor based in New York State, serving healthcare, education, government, and corporate sectors. A multi-year honoree on the Inc. 5000 list of fastest-growing private companies, they hold key state contracts and deliver high-precision commercial interior projects. As they continue their expansion, they rely on elite executive support professionals to manage executive office administration, optimize C-suite time management, and ensure operational precision across leadership initiatives.

About the Role

Our Client is seeking a highly organized, polished, and proactive Executive Assistant to support their CEO in a full-time remote capacity. Serving as the central operational pillar of the executive office, this professional will take full ownership of complex calendar management, gatekeeping, travel coordination, and executive communications. Operating during US Eastern business hours, this role requires exceptional time management, rapid responsiveness under pressure, and the ability to anticipate executive needs long before they arise.

Key Responsibilities

• Owns and manages the CEO’s master calendar with extreme precision, prioritizing commitments, scheduling calls, and resolving same-day scheduling conflicts.
• Serves as the primary gatekeeper for the CEO, exercising sound professional judgment to filter incoming requests, prioritize urgent issues, and protect executive time.
• Tracks action items, follow-up commitments, and project deadlines across the executive office, proactively driving accountability to keep initiatives on schedule.

Executive Communications & Material Preparation

• Prepares, proofreads, and organizes executive correspondence, presentations, reports, and briefing decks with high attention to detail.
• Coordinates end-to-end meeting logistics, including agenda creation, briefing document distribution, minute-taking, and action-item tracking.
• Responds quickly and professionally to emails, inquiries, and urgent communications, maintaining a calm, polished presence in high-pressure situations.

Travel Logistics & Strategic Administration

• Coordinates complex travel arrangements, flight itineraries, lodging, ground transportation, and related event logistics.
• Handles confidential business information, financial data, and strategic documents with the utmost discretion and integrity.
• Supports cross-functional projects and special administrative initiatives as assigned by the executive leadership team.

Qualifications, Skills, and Key Competencies

Required Qualifications

• C-Suite Administrative Experience: 5+ years of proven experience as an Executive Assistant supporting C-level executives or senior leadership in a fast-paced environment.
• Mastery of Calendar Management: Exceptional organizational skills with a track record of managing complex, rapidly shifting executive schedules down to the minute.
• Advanced Written & Spoken English: Polished, professional verbal and written English communication skills suitable for corresponding with key stakeholders, government entities, and corporate clients.
• Proactive Initiative & Gatekeeping: Proven ability to act as an effective executive gatekeeper, exercise independent judgment, and anticipate needs before being directed.
• Confidentiality & Discretion: Demonstrated experience handling sensitive, confidential business data with high integrity.
• Tech Stack Fluency: Proficiency in enterprise productivity tools (Microsoft Office 365, Google Workspace, calendar management apps, and video conferencing tools).
• Schedule Alignment: Full availability to work Monday through Friday, 8:00 AM - 5:00 PM US Eastern Time (EST).
• Remote Work Infrastructure: Dedicated quiet home office, personal computer, professional headset, and high-speed, reliable internet connection.

Preferred Qualifications

• Experience leveraging modern AI productivity tools (e.g., ChatGPT, Claude, Microsoft Copilot) to streamline scheduling, draft communications, or organize administrative workflows.
• Prior experience supporting leaders within commercial contracting, construction, corporate services, or project-based industries.
• Competitive USD Compensation: $2,055 USD monthly salary paid directly in USD.
• Paid Time Off Package: Includes Paid Time Off (PTO) plus 8 paid company holidays per year.
• High-Visibility Executive Engagement: Direct partnership with the CEO of a multi-time Inc. 5000 award-winning company.
• 100% Remote Infrastructure: Dedicated full-time engagement executed remotely from Latin America.