Executive Assistant

• Manage executive calendars, meetings, scheduling, and day-to-day priorities
• Help leadership prioritize competing demands and remain focused on high-value activities
• Prepare executives for meetings with appropriate context, information, documents, and follow-up items
• Triage incoming communications and requests and route them appropriately
• Serve as a professional point of contact for internal and external stakeholders
• Handle sensitive and confidential information with discretion
• Track projects, deadlines, action items, and commitments across the organization
• Follow up with team members to ensure commitments are completed on time
• Identify bottlenecks, missing information, and potential delays
• Maintain visibility into project progress and outstanding priorities
• Translate meetings and conversations into action items and ensure follow-through
• Support leadership in maintaining accountability across initiatives
• Maintain organized systems across Google Drive, Slack, and other company platforms
• Support internal documentation and workflows
• Identify opportunities to improve processes, organization, and operational efficiency
• Assist with administrative and operational projects
• Organize, maintain, and update important information
• Simplify repetitive work and improve productivity
• Support hiring, including initial candidate interviews and reference checks
• Coordinate candidate communications and interview scheduling
• Support onboarding and team-related administrative processes
• Work with HubSpot and GoHighLevel
• Use Slack for communication, coordination, and information management
• Use ChatGPT or Claude to research, organize information, improve workflows, and increase productivity
• Learn and apply new software and systems quickly

Executive Assistant – Recruiting Ops

• Conduct proactive outbound outreach to community members by phone, text, and email
• Explain the outreach and award-recognition initiative
• Follow established scripts while maintaining a natural, conversational approach
• Build rapport and encourage members to participate in the qualification process
• Ask qualification questions accurately and consistently
• Guide members through surveys and information gathering
• Complete reference forms and supporting documentation
• Follow up with non-responsive or incomplete members
• Escalate questions or situations outside the established process
• Maintain ownership of assigned members through completion
• Record calls, texts, emails, responses, and follow-up activity in Close.io
• Maintain accurate member records and update qualification statuses promptly
• Use CRM tasks and workflows to manage follow-up
• Maintain an organized pipeline and track unanswered calls and messages
• Prioritize outreach based on deadlines and member status
• Maintain spreadsheets, trackers, and contact information
• Assist with data cleanup and contact management
• Send professional follow-up emails and SMS using approved messaging
• Coordinate scheduling through Google Calendar when needed
• Complete supporting documentation accurately
• Support additional administrative tasks related to the outreach initiative
• Meet established project deadlines and activity expectations

Executive Assistant jobs in Latin America

Executive Assistant – Recruiting Ops

Bilingual Member Outreach, Award Qualification Virtual Assistant