Senior Executive Assistant &
Executive Operations Partner

Accountabilities:

• • Own and continuously optimize the executive calendar according to business priorities, deadlines, preparation requirements, and strategic objectives.
  • Proactively review upcoming days and weeks to identify scheduling conflicts, missing meetings, preparation needs, unresolved issues, and approaching commitments.
  • Prepare concise agendas, meeting briefs, relevant background information, open decisions, and recommended next steps.
  • Capture decisions, action items, owners, deadlines, and commitments during meetings and ensure they are properly tracked.
  • Maintain a single, reliable system for delegated work, requests, unanswered questions, promised responses, and leadership commitments across email, Teams, meetings, and conversations.
  • Monitor sent emails and open conversations to identify missing responses, unresolved requests, or incomplete conclusions and proactively resurface them.
  • Follow up on important commitments until they are completed, deferred, canceled, or otherwise formally closed.
  • Coordinate priorities and follow-through across sales, marketing, operations, finance, and leadership teams.
  • Draft clear executive communications, summaries, briefings, action lists, and other materials required for effective decision-making.
  • Identify recurring scheduling, accountability, communication, and workflow issues and recommend practical improvements.
  • Handle confidential personnel, financial, operational, and strategic information with exceptional discretion and sound judgment.
  • Use Microsoft 365, AI tools, automation, and other digital resources responsibly to improve executive productivity and reduce repetitive work.

  Requirements:

  • Five or more years of progressively responsible executive-support experience.
  • At least three years of direct experience supporting a founder, CEO, President, General Manager, or similarly senior executive.
  • Experience extending beyond calendar and travel management, including meeting preparation, leadership follow-through, project tracking, executive-office operations, or similar responsibilities.
  • Professional-level written and spoken English.
  • Strong proficiency with Outlook, Teams, and Microsoft 365.
  • Consistent availability during Pacific Time business hours.
  • A private, reliable workspace suitable for confidential executive conversations.
  • Exceptional judgment, discretion, organization, initiative, attention to detail, and follow-through.
  • Ability to work independently and effectively in a fast-moving environment where priorities can change quickly.
  • Strong communication skills and the ability to interact confidently with senior leaders and cross-functional teams.
  • Residence in Rio de Janeiro is a strong advantage due to the possibility of occasional in-person support, although it is not an absolute requirement.
  • Experience supporting an entrepreneurial or founder-led organization is highly desirable.
  • Experience in home services, field services, construction, multi-location operations, or another operationally complex business is a plus.
  • Experience building or improving executive-office operating systems, or combining executive assistance with project management or business operations, is advantageous.
  • Experience supporting North American executives remotely is a strong plus.
  • Practical experience with AI tools, workflow automation, CRM systems, dashboards, or project-management platforms is desirable.

  Benefits:

  • Monthly compensation of $3,000–$3,500.
  • Remote work from Brazil.
  • Opportunity for occasional in-person support in Rio de Janeiro when required.
  • Consistent exposure to senior leadership and executive-level business operations.
  • Opportunity to grow into a broader Executive Operations Partner function.
  • Opportunity to use AI and workflow automation to improve executive productivity and operational processes.
  • High degree of autonomy and ownership in a fast-moving business environment.
  • Opportunity to work cross-functionally across sales, marketing, operations, finance, and leadership.