Executive Assistant (Job ID: MARCEL1EA)

🌟 Exciting Remote Opportunity! We're Hiring an Executive Assistant / Operations Manager! 🌟
Are you a highly proactive, AI-savvy professional with a knack for operations and seamless execution? We are looking for an exceptional Executive Assistant / Operations Manager to partner with the Managing Partner of a growing fractional operations consultancy and take their daily execution to the next level!

🚨 IMPORTANT - Watch this quick Loom video on how to get hired:
🔗 https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
🗣️ C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift.
🎙️ PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

📋 Job Details at a Glance

• Job Title: Executive Assistant / Operations Manager
• Job ID: MARCEL1EA
• Industry: Fractional Operations Consultancy
• Location: LATAM or South Africa
• Job Status: Part Time / Full Time
• Work Schedule: Monday to Friday, EST or PST (Exact hours TBD)
• Salary: $2,500 to $3,000 per month
• Target Start Date: ASAP

🏢 About the Client

Madrid Operations Group is a fractional operations consultancy that supports clients with high-level business and administrative execution. Formalized in early 2026, the firm is expanding its client roster and operator team while transitioning to an AI-first operating model built around Notion and Claude.
The Managing Partner currently spends significant time on inbox triage, calendar coordination, and follow-up that limits her ability to focus on client-facing consulting work. As the firm scales and adds operators, there is a need for a sophisticated, ownership-driven executive assistant who can function as an operations manager and support both the Managing Partner and the broader team without requiring close oversight.

💼 About the Role

You will serve as the company-level Executive Assistant and Operations Manager, supporting the Managing Partner and the wider operator team. You will own inbox triage, calendar management, and follow-up with contacts, ensuring requests are actioned promptly and nothing falls through the cracks.
Beyond daily administrative ownership, you will build and maintain AI-driven workflows, dashboards, and SOPs in Notion and Claude, support client-facing coordination, and may join client meetings as trust is established. Over time, the role has potential to expand into overseeing back-end execution for client engagements as the team grows.

🎯 Key Responsibilities

📅 Executive Support & Coordination

• Inbox & Calendar Management: Triage incoming email and manage the Managing Partner's calendar, including scheduling calls and protecting work blocks.
• Contact Follow-Up: Proactively follow up with contacts on pending calls, commitments, and open loops without being prompted.
• Client-Facing Coordination: Represent the firm professionally in client communications and, as appropriate, join client meetings.

⚙️ Operations & AI Integration

• AI Workflow Development: Build and maintain workflows, dashboards, and SOPs in Notion and Claude to improve operational efficiency.
• Urgent Task Execution: Complete time-sensitive requests within 24 hours, exercising judgment and initiative rather than waiting for direction.
• Operations Support: Support the broader operator team as the company scales its client base and internal structure.
• Back-End Client Admin (Future Scope): Take on administrative execution for client engagements as the role matures.

✅ Qualifications & Skills

• AI & Systems Fluency: Demonstrated proficiency with Notion and Claude, including building workflows, dashboards, and SOPs. Prior experience or training with AI tools is required, as you will use AI as a working partner rather than a replacement for judgment.
• Extreme Ownership: Strong track record of ownership and initiative, with the ability to execute urgent requests within 24 hours without follow-up.
• Strategic Thinking: Ability to operate with critical thinking and sound judgment, managing up rather than waiting for instructions.
• Client-Ready Professionalism: Comfortable in client-facing situations and able to represent a brand professionally, including in meetings.
• Operational Autonomy: Capable of stepping into an operations-manager-level role with minimal onboarding or ongoing management.
• Communication: Excellent written and verbal English communication skills suitable for direct client interaction.

💻 Tech Stack

• Notion
• Claude (AI)
• Email management systems
• Calendar software

🚀 Submit your application today and take the first step toward your next great opportunity!
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