Executive Assistant (Remote, Contractor)

About the role

We are seeking a proactive Executive Assistant to become the operational backbone of a boutique U.S.-based professional services firm. Working remotely from LATAM, you will support the two partners, manage AI‑driven workflows, and ensure smooth day‑to‑day operations while aligning with U.S. Eastern Time business hours.

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 monitor project budgets and time tracking.
• Use Claude extensively for prompting, connectors, and creating reusable skill files; continuously improve AI‑driven processes.
• Manage partners' calendars, email, and communications, especially during travel, and maintain high‑standard client interactions.

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 workflows.
• Ability to work independently, solve problems, and improve processes without constant supervision.
• Availability to work during U.S. Eastern Time business hours (approximately 8:30 AM – 5:00 PM ET).

Required skills

• Claude (AI prompting and automation)
• HubSpot (CRM)
• Financial Cents (workflow, billing, and timekeeping platform)
• Microsoft Teams (communication)
• Loom (video recording review)

What we offer

• Long‑term contractor engagement (approximately 40 hours/week)
• 100 % remote work
• Opportunity to work with cutting‑edge AI tools in a fast‑growing scale‑up environment