Remote Executive Operations & Business Systems Specialist

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Job Title: Remote Executive Operations & Business Systems Specialist (100% Work From Home) 

Location: Remote from Latin America

Position Type: Full-time

Salary: $2,000 USD/month

Schedule: Monday – Friday, 8:00 AM – 5:00 PM US Business Hours

Job Overview

Our Client is a modern, technology-forward enterprise dedicated to operational efficiency, employee development, and organizational growth. Recognizing that sustainable expansion relies on optimized people operations paired with modern digital infrastructure, they foster a culture built on scalable processes, continuous improvement, and seamless cross-functional collaboration. To support their scaling team, they are looking for a professional who combines executive-level administrative support with financial expertise and a strong interest in AI, automation, and emerging business technologies.

The Role   Our Client is seeking a highly organized and analytical Executive Operations & Business Systems Specialist to support company leadership while contributing to financial reporting, business analysis, human resources, technology management, and process improvement. This position is ideal for someone who combines strong executive-support skills with financial knowledge and an interest in emerging technology. The person in this role will manage important administrative responsibilities, organize information, support financial decision-making, and find practical ways to improve efficiency across the company

Key Responsibilities 

 

Executive and Administrative Support

• Provide direct administrative support to company executives.
• Manage calendars, schedule meetings, coordinate appointments, and help prioritize executive commitments.
• Prepare meeting agendas, organize supporting materials, take notes, and track follow-up items.
• Draft and edit emails, reports, presentations, letters, and other business communications.
• Coordinate travel arrangements, reservations, itineraries, and related logistics.
• Assist with special projects and ensure deadlines and commitments are completed.
• Communicate professionally with employees, tenants, vendors, lenders, business partners, and other stakeholders.
• Help executives stay organized across multiple companies, properties, and projects.

Financial Analysis and Reporting

• Prepare and maintain financial reports, operating dashboards, budgets, and forecasts.
• Analyze company and property performance, including revenue, expenses, occupancy,
cash flow, and budget variances.
• Assist with monthly KPIs and provide clear explanations of trends and results.
• Run financial models for acquisitions, developments, and other business decisions.

AI, Automation, and Process Improvement

• Identify repetitive or inefficient processes that can be improved through AI, automation, or better system integration.
• Build and maintain practical AI-assisted workflows for finance, accounting, operations, marketing, leasing, construction, and executive administration.
• Use AI tools to analyze information, summarize documents, prepare reports, draft communications, and support decision-making.
• Develop automated dashboards, templates, and internal tools that reduce manual work.
• Evaluate new AI applications and recommend tools that provide a clear business benefit.
• Help connect information across accounting, property-management, payroll, expense-management, and construction systems.
• Train and assist employees in using approved AI tools effectively.
• Measure whether implemented solutions are improving efficiency, accuracy, productivity, or cost.

Additional Responsibilities

Human Resources

• Manage full-cycle recruiting efforts, including sourcing, interviewing, onboarding, and orientation of new employees.

• Maintain employee records and ensure compliance with applicable employment laws and company policies.

• Administer benefits programs, leave management, and employee communications.

• Support performance management initiatives, employee evaluations, and professional development programs.

• Assist with the development and implementation of HR policies, procedures, and employee handbooks.

• Coordinate employee engagement activities, recognition programs, and company events.

• Serve as a trusted resource for employees regarding HR-related questions and concerns.

• Track key HR metrics including turnover, retention, hiring timelines, and employee satisfaction.

Technology Management

• Serve as the primary administrator for company software platforms and business systems.

• Manage employee onboarding and offboarding within technology systems, including user accounts, permissions, and equipment assignments.

• Coordinate with vendors and service providers to maintain hardware, software, and IT-related services.

• Evaluate and implement new technology solutions to improve efficiency, communication, and collaboration.

• Provide basic technical support and troubleshooting assistance for employees.

• Monitor software subscriptions, licenses, and renewal schedules.

• Assist with cybersecurity initiatives, access controls, password management, and technology best practices.

• Support integrations between business systems, including HR, payroll, accounting, communication, and operational platforms

 

Qualifications, Skills, and Key Competencies

Required Qualifications

• Bachelor’s degree in finance, accounting, business, information systems, or a related field is preferred.

• Previous experience as an executive assistant, financial analyst, accountant, business analyst, or similar position.

• Strong organizational and time-management skills.

• Experience with financial reporting, budgeting, accounting, or data analysis.

• Advanced proficiency with Microsoft Excel or Google Sheets.

• Strong interest in artificial intelligence, automation, and emerging business technology.

• Excellent written and verbal communication skills.

• Exceptional attention to detail, judgment, discretion, and follow-through.

• Ability to manage multiple priorities in a growing, entrepreneurial organization.

• Ability to work independently, anticipate needs, and take ownership of assignments.

• Comfortable researching new technology and learning unfamiliar software.

 

Preferred Qualifications

• Experience supporting a business owner, executive, or senior leadership team.
• Experience with financial modeling, dashboards, or business intelligence platforms.
• Experience in commercial real estate, property management, construction, self-storage, or
  real estate development.
• Experience with tools such as ChatGPT, Microsoft Copilot, Power BI, Power Automate,
  Zapier, Make, or similar platforms.
• Working knowledge of APIs, SQL, Python, or other automation tools is helpful but not required.
• CPA, CMA, MBA, or another relevant certification is a plus but not required.

  What Success Looks Like
The successful candidate will:
• Keep company executives organized, prepared, and focused on their highest-priority responsibilities.
• Ensure important tasks, meetings, communications, and follow-up items do not fall through the cracks.
• Produce accurate, useful, and timely financial reporting.
• Give leadership greater visibility into company and property performance.
• Reduce time spent on repetitive administrative and financial tasks.
• Implement AI and automation solutions that employees can use effectively.
• Improve the organization and accessibility of company information.
• Help leadership make faster, better-informed decisions   Benefits

• Competitive Baseline Compensation

• Broad Leadership Scope: Strategic autonomy to shape both people strategy and digital technology systems within a growing organization.

• Continuous Improvement Culture: Work alongside a collaborative leadership team that values innovative solutions, system efficiency, and employee well-being.

• 100% Remote Infrastructure: Predictable full-time hours (M-F, 8-5 US Business Hours) executed remotely.

    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 the 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!