Executive Assistant / Chief of Staff

About the Company

Our client is a software and AI development agency of about 15 people. The team builds custom software, SaaS platforms, and AI automations for its clients. It works asynchronously in Slack across several time zones.

Role Details

• Location: Remote, Latin America
• Type: Full-time, independent contractor
• Reports to: CEO
• Language: Excellent written and spoken English
• Experience: 3+ years as an executive assistant or operations assistant to a founder or CEO
• Working hours: Monday to Friday, 6:00 AM to 2:00 PM Arizona time (MST, UTC-7), somewhat flexible
• PTO: 10 days per year plus public holidays agreed in the first week
• Training: Loom and screen share, with a 30/60/90-day plan

Role Summary

You will be the company's operations lead and the CEO's right hand on everything organizational, operational, and administrative. Success means the CEO gets his time back because the work is done correctly, completely, and on time without him.

Key Responsibilities

• Manage the CEO's inbox, calendars, messages, and personal organizational matters
• Run client invoicing and collections in GoHighLevel, building each invoice from Hubstaff hours, costs, and credits
• Prepare contractor payroll on the 5th and vendor payments for approval, and track cash and hours budgets
• Issue virtual cards, manage subscriptions and seats, and reconcile every card to the cent each month
• Set up new clients and vendors the same day: Slack channels, Hubstaff projects, card budgets, kickoffs, and access
• Run hiring logistics, onboarding, and offboarding end to end, keeping the roster, access, and time-off records current
• Support sales: track outreach replies, follow up on proposals, set up presales, and send NDAs
• Turn calls into Jira tickets and Loom walkthroughs into Notion SOPs a newcomer can follow

Requirements

• 3+ years as an executive assistant or operations assistant to a founder or CEO
• 1+ year of hands-on invoicing, accounts payable, or reconciliation, having run at least one full monthly invoicing or payroll cycle
• 6+ months on a US-hours shift, and available for the Arizona-time shift as your only job
• Excellent written English for US business (including writing in someone else's voice) and clear spoken English
• Strong Google Workspace and Slack skills, and daily, practical AI use
• A 100% accuracy standard and full ownership, without step-by-step direction
• 50+ Mbps internet plus a backup connection, 2+ hours of backup power, and a quiet room with a headset
• Responds within 10 minutes during the shift, with the result or a finish time

Nice to Have

• GoHighLevel, Hubstaff, Notion databases, or Jira administration
• Business banking, international transfers, or virtual-card platforms
• Google Workspace and Slack admin consoles
• Recruiting coordination at volume, or software or AI agency experience

Hiring Process

A Resorsi pre-screen, a 30-minute accuracy test, two practical tests, a 60-minute video interview with the CEO (including a live task), a final SOP task, and reference calls. A background check and confidentiality agreement are required before access.

What We Offer

• Fully remote work
• 10 PTO days per year plus public holidays, requested at least 4 weeks ahead and planned outside the invoicing and payroll peak (the last 7 days of the month and the 1st to 5th)
• Work directly with the CEO, with no standing check-ins or micromanagement
• Structured 30/60/90-day ramp, with training by Loom and screen share