Remote Executive Assistant, Operations & AI Automation (LATAM)

3+ years of experience as an Executive Assistant, Operations Assistant, Administrative Coordinator, or similar Strong experience in phone and email management Strong experience in calendar coordination (multiple calendars) Strong experience in CRM data maintenance Proficiency in HubSpot Proficiency in Mailchimp Experience with ClickUp, Jira, Trello, or similar project management tools is a plus High comfort level working with AI tools (e.g., ChatGPT, Copilot) Willingness to manage and validate AI-generated outputs Excellent written and verbal communication skills with strong attention to tone, accuracy, and regulatory sensitivity Ability to handle client communications with discretion, transparency, and compliance awareness Strong organizational and time-management skills Ability to reprioritize quickly in a fast-paced environment Proven ability to take initiative, solve problems independently, and drive tasks to completion with minimal supervision Experience supporting operational processes, documentation, and SOP execution Familiarity with basic reporting, data validation, and quality control Reliable high-speed internet Modern laptop with a multi-core processor Noise-canceling headset

Handle client emails with impeccable tone and regulatory awareness Respond to client inquiries on behalf of the Executive Manage monthly marketing distributions using Mailchimp and HubSpot Validate data from fund administrators for accuracy Update and maintain clean contact lists Work with external designer to create marketing materials Organize and sanitize Executive's multiple calendars Schedule meetings and manage Executive's availability Ensure company-wide calendar visibility and coordination Handle repetitive operational processes Manage follow-up on incomplete tasks Escalate nuanced or unclear assignments Work with AI tools and understand AI prompting Manage and validate AI assistant outputs Learn custom software and new workflows