Operations & Executive Assistant (S)

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Operations & Executive Assistant
Location: Remote — Latin America
Work Arrangement: Fully Remote
Employment Type: Full-Time Contractor
Industry: Professional Services / Consulting
Compensation: $1,800 – $2,200 USD/month
English Proficiency: Professional written and spoken English required
Schedule: Full-Time | Meaningful overlap with U.S. Pacific Time business hours


About the Company
Our client is a small U.S.-based consultancy that helps founders and marketing teams organize knowledge, processes, and AI-enabled workflows.
The team is lean and distributed, with Notion as its central operational hub and AI tools used to improve research, documentation, and execution.
About the Role
We are looking for a proactive Operations & Executive Assistant to keep projects, systems, and recurring responsibilities moving forward.
This is primarily an operations role. You will manage workflows in Notion, coordinate deadlines, maintain CRM and documentation, follow up with team members and contractors, and make sure operational details do not fall through the cracks.
You must already be comfortable using Notion and AI tools in your day-to-day work. We value people who can independently prioritize, identify blockers, research solutions, and take the next reasonable action without waiting for detailed instructions.
Why This Opportunity?
This role offers the opportunity to work directly with a U.S.-based founder while taking meaningful ownership of day-to-day operations, systems, and workflows.
You'll work hands-on with Notion, AI, project coordination, CRM, and process improvement, with the autonomy to help build better operational systems rather than simply execute a static administrative checklist.
What You'll Do

• Manage projects, tasks, owners, due dates, dependencies, and recurring workflows in Notion.
• Review overdue tasks, missing owners, unanswered requests, and stalled projects, following up proactively to keep work moving.
• Turn disorganized requests into clear next actions and prepare concise updates on priorities, risks, blockers, and decisions needed.
• Maintain Notion databases, CRM records, SOPs, internal documentation, and Google Drive resources.
• Use AI tools for research, synthesis, documentation, meeting preparation, summaries, SOP creation, drafting, and routine operational support, validating outputs before use.
• Identify opportunities to simplify, document, or improve recurring processes using Notion, AI, and better workflows.
• Track executive commitments, approvals, follow-ups, and decisions; prepare agendas and convert meeting decisions into assigned tasks and deadlines.
• Coordinate contractor onboarding, access, invoices, time logs, subscriptions, renewals, and basic administrative logistics.
• Research vendors, tools, services, and operational questions and recommend practical next steps.
• Support lightweight marketing operations such as scheduling approved content and uploading website, email, or social content when needed.

Qualifications
Required Qualifications

• Experience in operations, project coordination, executive support, or a similar operational role.
• Hands-on Notion experience with databases, tasks/projects, templates, properties, views, and filters.
• Professional experience using AI tools in daily workflows for research, synthesis, documentation, drafting, or operational support.
• Experience managing multiple projects, deadlines, recurring responsibilities, and CRM/project-management systems.
• Strong organization, prioritization, attention to detail, and follow-through.
• Ability to independently research problems, propose practical solutions, and adjust as priorities change.
• Professional written and spoken English.
• Ability to work independently in a remote environment.

Preferred Qualifications

• Experience supporting a founder, executive, or small professional-services business.
• Experience reorganizing messy operational systems, maintaining SOPs, or improving recurring workflows.
• Experience using AI to streamline recurring processes or administrative work.
• Familiarity with Google Workspace, Slack, Zoom, WordPress, or similar business tools.
• Basic marketing operations or content scheduling experience.

How Success Is Measured
Success means projects and recurring responsibilities move forward without constant founder oversight; Notion and CRM remain organized and reliable; deadlines and blockers are proactively managed; and operational problems are surfaced with context and a proposed solution.
You will also help simplify or improve recurring processes using Notion, AI, and stronger operational workflows.
Why Join Us?

• $1,800 – $2,200 USD/month.
• Fully remote work in Latin America.
• Direct exposure to the founder with significant autonomy and ownership.
• Hands-on work with Notion, AI, systems, and process improvement.
• Opportunity to build better operational systems rather than simply execute a static administrative checklist.

Important Notes
This is an operations-first position, not a traditional calendar-focused Executive Assistant role.
Candidates must already have practical Notion experience and professional experience using AI tools in their day-to-day work. We are looking for someone who can organize complexity, close loops, follow up confidently, and solve problems without constant supervision.

This is a remote/telecommute position.