Executive Assistant / Chief of Staff

Executive Assistant / Chief Of Staff

We are looking for a highly proactive and business-minded Executive Assistant / Chief Of Staff to work directly with the founders and leadership team of a fast-moving digital marketing agency. This is not a traditional administrative or scheduling position. It is a hands-on role that combines executive support, operational management, vendor oversight, process improvement, and business development.

The ideal candidate is a resourceful professional who takes ownership of responsibilities, exercises independent judgment, anticipates business needs, and makes decisions with minimal supervision. You will oversee executive priorities, manage vendor relationships, optimize operational systems, and develop processes that improve efficiency across the organization. You will also contribute directly to revenue-generating initiatives by supporting prospect research, outbound outreach, pipeline development, and marketing activities.

We are looking for someone who thinks like an operator, executes like an executive assistant, and brings the commercial mindset needed to help a growing business scale.

Key Responsibilities

• Manage executive calendars, inboxes, meetings, and communications, independently handling routine scheduling and prioritization decisions.
• Act as a trusted point of contact between leadership, internal teams, vendors, and clients.
• Anticipate executive needs, prioritize competing demands, and ensure timely follow-through on commitments.
• Prepare meeting agendas, executive briefings, status reports, and other materials, synthesizing information to support effective decision-making.
• Coordinate founders' personal appointments, scheduling, and occasional personal administrative needs with professionalism and discretion.
• Take ownership of day-to-day vendor relationships, including communications, issue resolution, service quality, and performance expectations.
• Evaluate vendor proposals, negotiate routine pricing and contract terms, and approve purchases within established authority limits.
• Monitor vendor performance against agreed service standards and recommend improvements or alternative providers when necessary.
• Maintain accurate vendor documentation, contracts, and compliance records.
• Identify potential vendor-related risks and escalate significant contractual or financial matters to leadership.
• Own the administration, organization, and continuous improvement of the company's operational tools and technology platforms.
• Evaluate new software and AI-powered solutions, recommend improvements, and manage implementation and onboarding.
• Troubleshoot operational system issues and coordinate with vendors when additional technical support is required.
• Identify opportunities to automate repetitive tasks and improve productivity through technology.
• Ensure operational systems support business objectives and remain organized, efficient, and scalable.
• Analyze existing workflows, identify operational inefficiencies, and independently develop improved processes.
• Create, implement, and maintain standard operating procedures (SOPs), operational playbooks, and training documentation.
• Establish clear workflows, quality control checkpoints, and accountability standards.
• Identify operational risks and proactively implement corrective actions within the scope of the role.
• Drive continuous improvement initiatives that increase efficiency, reduce manual work, and support business growth.
• Monitor operational budgets, track expenditures, and flag potential variances.
• Manage routine procurement decisions for software, supplies, and services within approved spending limits.
• Maintain organized financial and administrative records.
• Support leadership with operational reporting, expense tracking, and administrative planning.
• Proactively contribute to revenue-generating activities when operational priorities are under control.
• Research and qualify prospective clients, develop targeted prospect lists, and identify potential business opportunities.
• Support outbound prospecting through personalized email campaigns, LinkedIn outreach, follow-ups, and lead nurturing.
• Maintain accurate CRM records, track pipeline activity, and coordinate next steps with the business development team.
• Prepare sales presentations, proposals, pitch decks, case studies, and other business development materials.
• Coordinate go-to-market initiatives, including sales meetings, webinars, industry events, and strategic partnerships.
• Support the agency's own marketing initiatives, including newsletters, social media, and content coordination.
• Collaborate with leadership to identify opportunities to improve prospect engagement and accelerate the sales process.

Qualifications

• 3+ years of experience in executive support, business operations, administrative management, or a similar role involving significant independent responsibility.
• 2+ years of hands-on experience in sales, business development, or marketing, including prospecting, pipeline development, outbound outreach, or campaign support.
• Advanced English proficiency (C1 or higher), with excellent written and verbal communication skills.
• Demonstrated experience supporting senior executives or managing operational functions with minimal supervision.
• Proven ability to independently manage vendor relationships, including negotiations, performance monitoring, and contract coordination.
• Experience designing, documenting, implementing, and improving operational processes.
• Strong organizational skills and the ability to manage competing priorities in a fast-paced environment.
• Sound business judgment, with the ability to make independent decisions and recognize when leadership involvement is necessary.
• Proficiency in Google Workspace and experience administering business software and operational platforms.
• Practical experience using AI tools, such as ChatGPT or Claude, to improve research, communication, sales, and operational efficiency.
• A proactive, commercially minded approach, with the ability to identify opportunities to contribute to business growth.
• Ability to work independently and maintain accountability in a fully remote environment.
• Reliable high-speed internet and a professional remote workspace.
• Full availability to work U.S. Pacific Time business hours.

Preferred

• Previous experience working in a digital marketing agency, performance marketing company, eCommerce business, or B2B services environment.
• Experience supporting founders, CEOs, or other C-suite executives with delegated decision-making responsibilities.
• Hands-on experience with CRM and project management platforms such as HubSpot, Asana, Monday.com, or Notion.
• Familiarity with TikTok Shop, Meta Ads, Google Ads, or social commerce operations.
• Experience creating SOPs, operational playbooks, and process documentation from scratch.
• Experience with sales prospecting tools, marketing automation, or AI-powered workflow automation.
• Background in business development, lead generation, or outbound sales for agencies or professional services companies.

What Success Looks Like

• Leadership can confidently delegate operational responsibilities, knowing that priorities are managed and commitments are consistently fulfilled.
• Executive calendars, communications, and administrative responsibilities run smoothly with minimal supervision.
• Vendor relationships are professionally managed, cost-effective, and aligned with business needs.
• Operational systems and workflows become increasingly efficient through automation, documentation, and continuous improvement.
• The business development team receives meaningful support through prospect research, outreach, pipeline management, and sales preparation.
• You consistently identify opportunities to solve problems, improve processes, and contribute to the company's growth without waiting for instructions.

Who We're Looking For

You are an organized, resourceful, and entrepreneurial professional who enjoys operating at the intersection of executive support, business operations, and growth.

You are comfortable working directly with founders, taking responsibility for important business functions, and making thoughtful decisions independently.

You don't simply complete assigned tasks. You anticipate what needs to happen next, identify opportunities for improvement, and take action.

Most importantly, you understand that supporting leadership means creating capacity for the business to grow, whether through operational efficiency, better systems, stronger vendor relationships, or direct contributions to revenue-generating activities.

Work Arrangement & Compensation

• Location: Remote – Latin America
• Employment Type: Full-Time Independent Contractor
• Monthly Compensation: $1,500–$2,600 USD, depending on experience and qualifications
• Schedule: Monday–Friday, approximately 8:30 AM–5:00 PM U.S. Pacific Time

This is a remote/telecommute position.