Executive Assistant / Chief of Staff

**PLEASE SUBMIT YOUR CV IN ENGLISH **

Location: Remote – Latin America Work Arrangement: Fully Remote Employment Type: Full-Time | Independent Contractor Compensation: $1,500–$2,600 USD/month Schedule: Monday–Friday | 8:30 AM–5:00 PM U.S. Pacific Time Industry: Digital Marketing / Performance Marketing / eCommerce English Proficiency: Advanced Professional English Required (C1 or higher)

About the Company

Our client is a profitable, fast-growing U.S.-based digital marketing and eCommerce agency that helps consumer brands scale through performance media, creative strategy, advanced measurement, and AI-powered solutions.

The agency combines human expertise with cutting-edge technology to deliver measurable business results, focusing on profitability, efficiency, and sustainable growth rather than vanity metrics.

With strategic partnerships across leading advertising and social commerce platforms, including Google, Meta, TikTok, Snap, and Pinterest, the company operates at the forefront of digital marketing innovation.

The team embraces an AI-first mindset, entrepreneurial thinking, operational excellence, and a culture of ownership, where individuals are encouraged to take initiative, make decisions, and contribute directly to business growth.

About the Role

We are looking for a highly proactive and business-minded Executive Assistant / Chief of Staff to work directly with the founders and leadership team of a fast-moving digital marketing agency.

This is not a traditional administrative or scheduling position. It is a hands-on role that combines executive support, operational management, vendor oversight, process improvement, and business development.

The ideal candidate is a resourceful professional who takes ownership of responsibilities, exercises independent judgment, anticipates business needs, and makes decisions with minimal supervision.

You will oversee executive priorities, manage vendor relationships, optimize operational systems, and develop processes that improve efficiency across the organization. You will also contribute directly to revenue-generating initiatives by supporting prospect research, outbound outreach, pipeline development, and marketing activities.

We are looking for someone who thinks like an operator, executes like an executive assistant, and brings the commercial mindset needed to help a growing business scale.

Key Responsibilities

Executive & Founder Support

• Manage executive calendars, inboxes, meetings, and communications, independently handling routine scheduling and prioritization decisions.

• Act as a trusted point of contact between leadership, internal teams, vendors, and clients.

• Anticipate executive needs, prioritize competing demands, and ensure timely follow-through on commitments.

• Prepare meeting agendas, executive briefings, status reports, and other materials, synthesizing information to support effective decision-making.

• Coordinate founders' personal appointments, scheduling, and occasional personal administrative needs with professionalism and discretion.

Vendor Relationship Management

• Take ownership of day-to-day vendor relationships, including communications, issue resolution, service quality, and performance expectations.

• Evaluate vendor proposals, negotiate routine pricing and contract terms, and approve purchases within established authority limits.

• Monitor vendor performance against agreed service standards and recommend improvements or alternative providers when necessary.

• Maintain accurate vendor documentation, contracts, and compliance records.

• Identify potential vendor-related risks and escalate significant contractual or financial matters to leadership.

Operational Systems & Technology

• Own the administration, organization, and continuous improvement of the company's operational tools and technology platforms.

• Evaluate new software and AI-powered solutions, recommend improvements, and manage implementation and onboarding.

• Troubleshoot operational system issues and coordinate with vendors when additional technical support is required.

• Identify opportunities to automate repetitive tasks and improve productivity through technology.

• Ensure operational systems support business objectives and remain organized, efficient, and scalable.

Process Design & Operational Improvement

• Analyze existing workflows, identify operational inefficiencies, and independently develop improved processes.

• Create, implement, and maintain standard operating procedures (SOPs), operational playbooks, and training documentation.

• Establish clear workflows, quality control checkpoints, and accountability standards.

• Identify operational risks and proactively implement corrective actions within the scope of the role.

• Drive continuous improvement initiatives that increase efficiency, reduce manual work, and support business growth.

Financial & Administrative Management

• Monitor operational budgets, track expenditures, and flag potential variances.

• Manage routine procurement decisions for software, supplies, and services within approved spending limits.

• Maintain organized financial and administrative records.

• Support leadership with operational reporting, expense tracking, and administrative planning.

Business Development & Revenue Support

• Proactively contribute to revenue-generating activities when operational priorities are under control.

• Research and qualify prospective clients, develop targeted prospect lists, and identify potential business opportunities.

• Support outbound prospecting through personalized email campaigns, LinkedIn outreach, follow-ups, and lead nurturing.

• Maintain accurate CRM records, track pipeline activity, and coordinate next steps with the business development team.

• Prepare sales presentations, proposals, pitch decks, case studies, and other business development materials.

• Coordinate go-to-market initiatives, including sales meetings, webinars, industry events, and strategic partnerships.

• Support the agency's own marketing initiatives, including newsletters, social media, and content coordination.

• Collaborate with leadership to identify opportunities to improve prospect engagement and accelerate the sales process.

Qualifications

Required

• 3+ years of experience in executive support, business operations, administrative management, or a similar role involving significant independent responsibility.

• 2+ years of hands-on experience in sales, business development, or marketing, including prospecting, pipeline development, outbound outreach, or campaign support.

• Advanced English proficiency (C1 or higher), with excellent written and verbal communication skills.

• Demonstrated experience supporting senior executives or managing operational functions with minimal supervision.

• Proven ability to independently manage vendor relationships, including negotiations, performance monitoring, and contract coordination.

• Experience designing, documenting, implementing, and improving operational processes.

• Strong organizational skills and the ability to manage competing priorities in a fast-paced environment.

• Sound business judgment, with the ability to make independent decisions and recognize when leadership involvement is necessary.

• Proficiency in Google Workspace and experience administering business software and operational platforms.

• Practical experience using AI tools, such as ChatGPT or Claude, to improve research, communication, sales, and operational efficiency.

• A proactive, commercially minded approach, with the ability to identify opportunities to contribute to business growth.

• Ability to work independently and maintain accountability in a fully remote environment.

• Reliable high-speed internet and a professional remote workspace.

• Full availability to work U.S. Pacific Time business hours.

Preferred

• Previous experience workin