Executive & Business Operations Assistant (Inside Sales)

About the role

AVANTIIS is looking for a highly organized, proactive and discreet Executive & Business Operations Assistant to provide direct support to company leadership and help coordinate day-to-day business activities. This is a hands-on, remote role combining executive assistance, business coordination, customer and supplier communication, administrative support and follow-up, based in Costa Rica.

Key responsibilities

• Manage calendars, meetings, calls and appointments, including across time zones, and prepare materials for meetings
• Follow up on action items, track deadlines and provide general administrative support to leadership
• Handle personal and confidential information with discretion, including occasional personal tasks and appointments
• Prepare customer quotations and estimates, follow up with customers, prospects, distributors and suppliers, and maintain records of leads and opportunities
• Support order coordination from quotation through fulfillment and track pending requests and approvals
• Coordinate purchase orders, invoices, shipping information and documentation, and support domestic and international shipping
• Maintain records in business systems, support QuickBooks and other administrative systems, and organize documents and emails
• Draft professional emails, communicate with external stakeholders and represent the company in written communications
• Research topics, summarize information and take ownership of assigned tasks through to completion

Required profile

• Excellent organization, time management and attention to detail, with strong follow-through
• Intermediate to advanced English and Spanish (B2/C1)
• Comfortable working independently in a remote environment
• Strong judgment, discretion and reliability with deadlines and commitments
• Willingness to learn new business systems and tools, including AI tools like ChatGPT
• Experience in executive assistance, business operations, customer service, sales support or administrative coordination is a plus

Required skills

• Intermediate to advanced Excel
• Proficiency with Microsoft 365, Outlook and Teams
• QuickBooks, CRM/ERP systems, shipping platforms or similar tools are a plus