Executive Assistant (Remote, Contractor)

About the role

We are seeking a proactive Executive Assistant to serve as the operational backbone for a boutique U.S.-based professional services firm. Working remotely from LATAM, you will support the two partners daily, leveraging AI tools—especially Claude—to streamline workflows, manage proposals, and keep internal processes running smoothly.

Key responsibilities

• Review Loom recordings from prospect meetings, extract key information, and update opportunities in HubSpot.
• Prepare first‑draft proposals using packaged services and internal pricing tools; collaborate with partners to finalize them.
• Become the internal expert on Financial Cents, audit recurring workflows, and ensure projects have budgets, owners, and complete data.
• Monitor budgets and time tracking, conduct budget reviews, and communicate findings via Microsoft Teams.
• Use Claude extensively for prompting, connectors/MCPs, and maintaining reusable skill files; continuously improve AI‑driven workflows.
• Organize company files, maintain naming conventions, and research new AI tools.
• Manage partners' calendars, email, and communications, especially during travel; communicate professionally with clients via email, video calls, and phone.

Required profile

• Experience in a professional services environment where time and expertise are the primary products (accounting, legal, or marketing agency experience is a strong plus).
• Strong understanding of budgets, billable hours, deadlines, and operational processes.
• Proactive, independent problem‑solver comfortable working without constant supervision.
• Ability to work full‑time (~40 hours/week) on U.S. Eastern Time (approximately 8:30 AM – 5:00 PM ET).

Required skills

• HubSpot
• Financial Cents
• Microsoft Teams
• Claude (AI tool)
• Loom

What we offer

• Long‑term contractor engagement (full‑time remote).
• Opportunity to work with cutting‑edge AI tools in a technology‑driven firm.
• Collaborative environment with two partners focused on client work and growth.