Executive Assistant (Remote Contractor)

About the role

We are looking for 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 keep workflows efficient and client‑focused.

Key responsibilities

• Review Loom recordings of prospect meetings, extract key details, and maintain opportunities in HubSpot.
• Draft and revise client proposals using internal pricing tools and collaborate with partners for finalization.
• 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 creating reusable skill files; continuously improve AI‑driven workflows.
• Organize company files, maintain naming conventions, and evaluate new AI tools.
• Manage partners’ calendars, email, and communications, especially during travel, and interact 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 agencies are relevant).
• Strong understanding of budgets, billable hours, deadlines, and operational processes.
• Proactive, independent problem‑solver comfortable working with minimal supervision.
• Excellent written and verbal communication skills.

Required skills

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