Senior Executive Assistant & Operations Partner

Senior Executive Assistant & Executive Operations Partner

This is a high-impact executive operations role supporting a senior business leader in a fast-moving, entrepreneurial environment. Rather than serving as a traditional administrative assistant, you will help run the executive office and ensure priorities consistently move forward. You will protect executive time, anticipate needs, prepare decision-making materials, and maintain visibility over commitments, requests, and deadlines. The role requires exceptional organization and follow-through, acting as a trusted "external memory" across emails, meetings, conversations, and projects. You will coordinate with teams across sales, marketing, operations, finance, and leadership to keep priorities aligned and actions completed. Technology, Microsoft 365, AI tools, and workflow automation will be important resources for improving executive productivity and operational efficiency. The position offers significant autonomy and the opportunity to evolve into a broader executive operations function supporting additional senior leadership.

Accountabilities:

• Own and continuously optimize the executive calendar according to business priorities, deadlines, preparation requirements, and strategic objectives.
• Proactively review upcoming days and weeks to identify scheduling conflicts, missing meetings, preparation needs, unresolved issues, and approaching commitments.
• Prepare concise agendas, meeting briefs, relevant background information, open decisions, and recommended next steps.
• Capture decisions, action items, owners, deadlines, and commitments during meetings and ensure they are properly tracked.
• Maintain a single, reliable system for delegated work, requests, unanswered questions, promised responses, and leadership commitments across email, Teams, meetings, and conversations.
• Monitor sent emails and open conversations to identify missing responses, unresolved requests, or incomplete conclusions and proactively resurface them.
• Follow up on important commitments until they are completed, deferred, canceled, or otherwise formally closed.
• Coordinate priorities and follow-through across sales, marketing, operations, finance, and leadership teams.
• Draft clear executive communications, summaries, briefings, action lists, and other materials required for effective decision-making.
• Identify recurring scheduling, accountability, communication, and workflow issues and recommend practical improvements.
• Handle confidential personnel, financial, operational, and strategic information with exceptional discretion and sound judgment.
• Use Microsoft 365, AI tools, automation, and other digital resources responsibly to improve executive productivity and reduce repetitive work.

Requirements:

• Five or more years of progressively responsible executive-support experience.
• At least three years of direct experience supporting a founder, CEO, President, General Manager, or similarly senior executive.
• Experience extending beyond calendar and travel management, including meeting preparation, leadership follow-through, project tracking, executive-office operations, or similar responsibilities.
• Professional-level written and spoken English.
• Strong proficiency with Outlook, Teams, and Microsoft 365.
• Consistent availability during Pacific Time business hours.
• A private, reliable workspace suitable for confidential executive conversations.
• Exceptional judgment, discretion, organization, initiative, attention to detail, and follow-through.
• Ability to work independently and effectively in a fast-moving environment where priorities can change quickly.
• Strong communication skills and the ability to interact confidently with senior leaders and cross-functional teams.
• Residence in Rio de Janeiro is a strong advantage due to the possibility of occasional in-person support, although it is not an absolute requirement.
• Experience supporting an entrepreneurial or founder-led organization is highly desirable.
• Experience in home services, field services, construction, multi-location operations, or another operationally complex business is a plus.
• Experience building or improving executive-office operating systems, or combining executive assistance with project management or business operations, is advantageous.
• Experience supporting North American executives remotely is a strong plus.
• Practical experience with AI tools, workflow automation, CRM systems, dashboards, or project-management platforms is desirable.

Benefits:

• Monthly compensation of $3,000–$3,500.
• Remote work from Brazil.
• Opportunity for occasional in-person support in Rio de Janeiro when required.
• Consistent exposure to senior leadership and executive-level business operations.
• Opportunity to grow into a broader Executive Operations Partner function.
• Opportunity to use AI and workflow automation to improve executive productivity and operational processes.
• High degree of autonomy and ownership in a fast-moving business environment.
• Opportunity to work cross-functionally across sales, marketing, operations, finance, and leadership.