Executive Assistant / Operations Coordinator - (HR31756DCH)

Job Title: Executive Assistant / Operations Coordinator
Location: Remote - LATAM (Spanish-speaking only)
Salary Range: up to 2000 USD/month plus quarterly bonus

Work Schedule: Monday - Friday, 7:00 AM to 4:00 PM (CST)

NOTE: INDEPENDENT CONTRACTOR POSITION

Company Overview:

Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Sagan provides a high-performance remote work environment, ensuring access to world-class opportunities for top-tier professionals.

About the Company:

Sagan represents a 40-person U.S.-based manufacturer serving hospitals, schools, and commercial clients. Under new ownership, the company is modernizing systems, migrating to the cloud, and building a culture rooted in continuous improvement.

Position Overview:

As Executive Assistant / Operations Coordinator, you'll serve as the right hand to the company's owner. You'll triage emails, prep meetings, coordinate sales follow-ups, and keep high-priority tasks moving. You'll also maintain light oversight of the CRM, handle admin support for accounting, and document key processes to help scale operational excellence. This is a high-trust, high-impact role with a clear growth track toward Chief of Staff.

Key Responsibilities:

• Executive Support: Manage inbox, calendar, meeting prep, travel logistics, and priority follow-ups.
• Sales Operations Follow-Up: Log bids in the CRM, monitor quote statuses, and ensure prospects receive timely responses.
• Light CRM Tasks: Maintain fields, run simple reports, and flag data issues (post-migration) for the CRM specialist.
• Accounting Admin: Collect receipts and invoices, update spreadsheets, and coordinate with the bookkeeper for month-end close.
• Process Documentation: Capture SOPs, update checklists, and create Loom/Notion guides to support training and onboarding.
• Project Coordination: Track due dates, surface blockers, and ensure project dashboards are up to date.

Qualifications:

• 3+ years supporting U.S.-based founders, CEOs, or executive teams.
• Fluent English communication (written and verbal).
• Fluent Spanish required (for internal and plant-floor coordination).
• Highly tech-savvy: Google Workspace, CRMs, project management tools.
• Strong organizational skills and a love of checklists.
• Typing speed of 70+ wpm and comfortable with spreadsheets and pivot tables.
• Experience in fast-moving, operationally complex teams.

Nice-to-Haves:

• Experience documenting workflows and SOPs.
• Familiarity with cloud-based ERPs or accounting platforms.
• Prior involvement in manufacturing or field-based businesses.

What We Offer:

• Base salary: USD 1500 - 2000 USD/month.
• Quarterly bonus: Up to 10% of base salary, tied to clear OKRs.
• Health-care stipend: USD 50 USD/month.
• Internet allowance: USD 30 USD/month (flexible based on local rates).
• Optional annual company-paid trip to Southern California (passport and valid U.S. visa required).
• Growth track: Clear pathway to evolve into Chief of Staff for top performers.

Resume Submission Guidelines:

💡To help us review your application efficiently, please submit your resume in text-based PDF format only.

🔸Avoid uploading scanned documents, image files (JPG/PNG), or Word documents (DOC/DOCX) format to prevent your application from being overlooked.

📍Important: For timely processing, both your resume and introductory video must be submitted in English.