Virtual Administrative Assistant

New

EX Squared LATAMDigital Transformation

Latin America or Brazil, Multiple time zonesFull-TimeMiddle

Salary not disclosed

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Job Details

Hands-on experience with GoHighLevel (contact management, pipeline updates, and task tracking).
Advanced English (written and verbal, B2/C1+).
Proficiency in Google Workspace: Gmail, Calendar, Docs, Sheets, and Drive.
2+ years in a virtual assistant, administrative coordinator, or executive support role.
Demonstrated ability to manage multiple priorities and deadlines.
Experience with scheduling, inbox management, invoicing support, and document preparation.
Ability to handle confidential client and business information with professionalism.
Proactive mindset, quick learner, and adaptable to new tools.

Manage the CEO's inbox: filter, prioritize, draft routine responses, and ensure timely follow-up on all pending communications.
Coordinate and schedule meetings, calls, and calendar events across multiple time zones.
Track and follow up on internal and external deliverables — clients, subcontractors, vendors, and partners.
Support invoicing operations: generate invoices, track payment statuses, and record transactions in the system.
Maintain and update GoHighLevel CRM records — contacts, pipelines, deals, and task assignments.
Prepare documents, decks, and basic reports as requested by the CEO or project team.
Research and compile information (vendors, pricing, tools, content) to support business decisions.
Coordinate routine client communications: confirmations, reminders, and status updates.
Support onboarding of new clients by organizing intake materials and scheduling kick-off touchpoints.
Handle ad-hoc administrative tasks aligned with CEO priorities and business needs.

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