Remote Executive & Personal Assistant

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Job Title: Remote Executive & Personal Assistant (100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary: $1,000 – 1,500 USD/month

Schedule: Monday–Friday, 8:00 AM–4:00 PM Mountain Time

Our Client

Our client is a fast‑growing, fully remote consulting firm specializing in capital project management and process optimization for the potato processing industry. Their vision is to be the world’s leading consulting business in French fry and potato chip processing. They live by their mission: delivering unmatched capital project management, design, and process optimization solutions with innovation, precision, and passion.

Job Overview

We’re seeking a growth‑minded, trustworthy, proactive, highly responsive, detail‑oriented, and resourceful Executive Assistant to support their CEO and his Chief of Staff (and wife) on a professional and personal basis. This role is crucial in freeing up leadership bandwidth, enabling the business to scale effectively. They’re seeking a true professional who will grow with them for the long term. And potato lovers are especially welcome!

Responsibilities

Executive Assistance

• Manage executive calendar and protect focus time.
• Ensure employee birthdays, anniversaries, and special dates are recognized.
• Email management; triage, organize, apply rules, and follow up on key communications.
• Research, book, and confirm business travel; prepare detailed itineraries.
• Event planning & coordination (team off‑sites, etc).
• Provide meeting preparation and leverage Fireflies notetaking app: pre‑call briefings, follow‑up actions.
• Research industry, clients, leads, and topics.
• Light CRM management & updating.
• Help develop systems and standards for back‑office and delivery‑based functions.
• Light expenses, bookkeeping, and financial reporting support.
• Returning calls & voicemails.
• Editing and proofreading documents.
• Data analysis.
• Help run Tater Talk Podcast: guest scheduling, coordinate episode releases (not producing, editing, graphic design).
• Project management and coordination assistance.
• Purchasing client, partner, staff gifts.

Marketing Coordination

• Partner with the part‑time marketing specialist to keep tasks on track.
• Schedule and post pre‑written content (LinkedIn, newsletters, etc.).
• Keep marketing materials organized and deadlines visible.
• Provide light formatting and administrative support for campaigns.

Personal Assistance

• Help source and deliver gifts, cards, and flowers to friends and family.
• Set appointments for family and pets.
• Event, travel, and vacation planning.
• Online shopping.

Qualifications, Skills, and Key Competencies

• Systems thinker: Builds and improves processes, checklists, and workflows.
• Tech‑savvy: Proficient in MS365, Asana, HubSpot, LinkedIn, Canva, and AI tools. We also use Zoho Books, Expense, and Sign and may migrate to Zoho CRM and Zoho Projects.
• Trustworthy & discreet: Handles sensitive information with confidentiality (NDA required).
• Proactive: Anticipates needs before being asked; takes initiative to solve problems.
• Organized & detail‑oriented: Juggles multiple priorities without dropping details.
• Strong communicator: Clear, professional written and verbal skills.
• Language: Must be fluent in English reading, writing, verbal business communications. Spanish and/or Portuguese fluency is an added benefit.
• Prior EA or executive support experience in a fast‑paced environment is required.

How Our Values Show Up in This Role

• Professionalism: Ethics, confidentiality, and balance of business/personal priorities.
• Progress: Anticipating needs, preventing problems, and leveraging new technology.
• Partnership: Collaborating closely with leadership, team, and partners.
• Precision: Careful planning and double‑checking details where errors are costly.
• Passion: A positive attitude that makes operations smoother and more enjoyable.

Role Details

• Full‑time contractor position: 40 hrs/week, paid bi‑weekly.
• Fully remote, flexible working hours, but must be available between 7 am and 4 pm MST Mon‑Fri unless otherwise agreed. Daily morning sync meeting 8 am MST.
• Security requirements: Dedicated work device, password manager, 2FA on all accounts, quiet workspace, and internet redundancy (primary + hotspot).

Expected Outcomes

• Inbox zero by 4 pm daily.
• No calendar conflicts.
• Tasks on time > 95%.
• Weekly content schedules maintained.

Application Disclaimer: Please Read Before Proceeding

To ensure a fair and efficient hiring process, all applications must meet the mandatory requirements listed in the job description.

Voice/Video Recording is REQUIRED

Your application cannot be considered without a voice or video recording. It must be at least 30 seconds long and in English. Submissions in any other language or missing a recording will be automatically disqualified.

Mandatory Knockout Questions

Each application includes knockout questions designed to verify minimum qualifications required by the client. If you answer “NO” to any of these, you will be immediately disqualified from the hiring process for not having the experience requested for the role. Please note that the citizenship question is also a knockout if you answer “YES” as we are only able to hire Latin American talent based in Latin America.

Apply Wisely

To maintain fairness, please apply to no more than three jobs and only if you fully meet the listed qualifications. Applying to roles you don’t qualify for will not improve your chances and may affect future applications.

Check Your SPAM Folder

All important updates will be sent via email, so be sure to check your inbox and spam/junk folders to avoid missing any communication.

We appreciate your interest and look forward to reviewing your application!