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 keep workflows smooth and efficient.

Key responsibilities

• Review Loom recordings of prospect meetings, extract key information, and update opportunities in HubSpot.
• Prepare first‑draft proposals using internal pricing tools and collaborate with partners to finalize them.
• Become the internal expert on Financial Cents, audit recurring workflows, and ensure projects have complete budgets and owners.
• Monitor budgets and time‑tracking, conduct budget reviews, and communicate findings via Microsoft Teams.
• Use Claude extensively for prompting, connectors/MCPs, and maintain reusable skill files; continuously improve AI‑driven workflows.
• Organize company files, enforce naming conventions, and research 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 billable products (accounting, legal, or marketing agencies).
• Strong understanding of budgets, billable hours, deadlines, and operational processes.
• Highly organized, proactive, and able to solve problems independently.
• Comfortable working remotely in the U.S. Eastern Time zone.

Required skills

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

What we offer

• Long‑term contract with a dynamic, AI‑driven firm.
• 100% remote work from LATAM.
• Opportunity to shape and improve internal processes.