Executive Operations Assistant - CEO Support
Mexico. Brazil. El Salvador. Peru. GuatemalaFull-TimeExecutive
Salary800 - 1600 USD per month
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Job Details
- Languages
- English
- Experience
- 3+ years
- Required Skills
- AsanaNotion
Requirements
- 3+ years of experience as an Executive Assistant, Executive Operations Assistant, or Operations Manager supporting a founder or senior executive
- Exceptional written English communication skills with the ability to represent an executive professionally via email
- Proven experience managing high-volume inboxes and maintaining structured email systems
- Ability to respond to parents, partners, and stakeholders in a way that builds trust and reflects the founder’s voice
- Strong organizational skills with the ability to prioritize competing requests and manage deadlines independently
- Experience with calendar management and strategic meeting coordination
- Highly organized, structured thinker with a systems mindset
- Strong attention to detail and follow-through
- Proactive problem-solver who anticipates needs and communication requirements
- High emotional intelligence and professional judgment when handling external communication
- Comfortable responding on behalf of an executive once communication style is learned
- Experience using task management and productivity tools (Asana, Notion, Superhuman, or similar)
- Ability to work independently while maintaining consistent communication with leadership
- Reliable high-speed internet
- Modern laptop with multi-core processor
- Noise-canceling headset
Responsibilities
- Manage and organize the Founder’s inbox with the goal of achieving and maintaining Inbox Zero
- Triage and respond to the majority of incoming emails independently
- Ensure responses are sent within 24 hours, even if initially acknowledging receipt
- Implement and maintain a structured inbox workflow and prioritization system
- Identify high-priority messages, time-sensitive requests, and key decision points
- Draft and send responses on behalf of the Founder while maintaining his communication style
- Conduct short daily email triage check-ins to quickly review priority messages
- Manage and optimize the Founder’s calendar to support productivity and focus
- Schedule meetings based on strategic priority levels
- Protect deep work time in the mornings and organize meetings primarily in the afternoons
- Coordinate scheduling logistics and meeting preparation
- Maintain proactive communication with the Founder regarding priorities and updates
- Learn and replicate the Founder’s communication tone and style
- Respond to parents, partners, and stakeholders in a professional and trust-building manner
- Anticipate common responses and begin handling communications independently
- Support task management workflows using Asana
- Maintain organized systems for tasks, communication, and operational processes
- Lead weekly check-in meetings with the Founder using a structured –Big Three– agenda
- Improve operational efficiency by identifying repeatable or delegable tasks
- Assist with Meta ads campaign management and reporting
- Support social media content management
- Assist with podcast production workflows (audio coordination, RSS feed management, distribution)
- Document playbooks and SOPs for repeatable content production tasks
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