Junior Executive Assistant

✍ Short Description:
We’re looking for a highly organized and proactive Executive Assistant to support our COO in daily operations across sales, HR, account management, and finance. The ideal candidate is detail-oriented, tech-savvy, and thrives in a fast-paced, remote environment, helping keep every process running smoothly while anticipating needs before they arise.

💰 Compensation: Competitive salary in USD.

🌎 Location: 100% Remote

🗣 Language Requirements: Professional English (C1) – written and spoken

😀 What We Offer:

• Fully remote work with a flexible schedule
• Exposure to international clients and projects
• Collaborative, fast-paced, and supportive work environment
• Opportunity to grow into expanded operational or client-facing responsibilities

💼 Responsibilities:

Sales

• Maintain the CRM system fully updated with accurate information on leads and clients.
• Track the sales pipeline and follow-ups to ensure no opportunity is left behind.
• Support the COO in coordinating calls, proposals, and client onboarding activities.

HR Management

• Keep the employee CRM up to date with all relevant information (start dates, roles, performance notes, etc.).
• Conduct a monthly review of employee benefits and ensure all records are updated.
• Manage employee birthdays, gifts, and important events throughout the year.
• Oversee and record vacation days, sick days, and days off for all employees.

Account Management

• Maintain and update the CRM with client feedback, testimonial requests, and follow-ups (monthly and quarterly).
• Collaborate with the COO on client retention and engagement strategies .
• Review client LinkedIn activity and other media weekly to identify potential service expansion opportunities.
• Prepare reports and insights for account review meetings.

Finance

• Support the COO in following up on client payments and reviewing monthly invoices .
• Assist in verifying monthly commissions for the operations team and quarterly bonuses or incentives .
• Help manage and organize the accounting system to ensure all monthly financial activities are properly recorded.

Other Responsibilities

• Review monthly and quarterly presentations alongside the COO to ensure accuracy and alignment.
• Participate in market scans with the COO every quarter (or monthly when needed) to assess competitors and trends.
• Join a daily check-in with the COO and a weekly meeting with the team to stay aligned on goals and priorities.

✅ Qualifications:

• 2+ years of experience as an Executive Assistant , Operations Assistant , or Administrative Coordinator .
• Strong organizational and multitasking skills with excellent attention to detail.
• Proficiency in tools such as Google Workspace, Notion, CRM platforms (HubSpot, Pipedrive, etc.), and Deel .
• Excellent written and verbal communication in English and Spanish .
• Ability to manage confidential information with discretion and professionalism.
• Self-starter with strong initiative, capable of handling multiple priorities simultaneously.

🔍 Preferred Qualifications:

• Experience in recruiting, HR, marketing, or client account management roles.
• Knowledge of basic finance and invoice tracking .
• Familiarity with remote team environments and a collaborative work style