Executive Assistant (Latin America)

Location: Remote Hours: Full-time, ~40 hours/week, U.S. Eastern Time (approx. 8:30 AM – 5:00 PM EST) Reports to: The firm's two partners About the Role A boutique U.S. professional services firm (~14 people) is looking for a right-hand Executive Assistant to its two partners. This is not a traditional EA role: AI tools, Claude in particular, are at the foundation of how the firm operates, and this person will use them daily to run the administrative and operational backbone of the business. The partners are focused on complex client work, planning, and business development. Your job is to take the operational load off their plates: managing systems, keeping data clean and complete, drafting proposals, and making sure the firm follows its own processes. You'll speak with the partners daily for direction, but you're expected to go solve problems independently and resourcefully without close supervision. Key Responsibilities Sales & proposal support After partner calls with prospects (recorded via Loom), extract key information, populate and update deals in HubSpot, and prepare first-draft proposals using the firm's packaged services and internal pricing tool Join select prospect and client meetings to take notes, learn client context firsthand, and build proposals with real-time information Revise proposals collaboratively with the partners Systems & operations ownership Become the in-house champion of Financial Cents, the firm's workflow, billing, and timekeeping system (its source of truth); training materials provided Audit and maintain recurring job workflows (weekly, monthly, quarterly, annual): ensure every job has a budget, assignees, and complete data so the system runs as designed Monitor budget and time-tracking data, run regular budget reviews with partner guidance, and report findings via Teams or calls AI & tooling Work fluently in Claude day to day: prompting, connectors/MCPs, and creating and maintaining skill files for repetitive tasks, fixing and improving them as processes evolve Support file organization and naming conventions, and evaluate new AI tools the firm has access to but hasn't yet explored Executive support Manage scheduling, email, and message relay for the partners, especially when they're traveling or unavailable Communicate with clients as needed via email, video, and occasionally by phone, upholding the firm's white-glove standard Who You Are Experienced in a professional services environment where knowledge and time are the product, such as accounting (a major plus), legal, or a marketing agency, and you understand why budgets, billable hours, and deadlines drive the business Highly comfortable with technology: you can pick up an unfamiliar system and solve problems with the tools in front of you Hands-on experience with AI tools; Claude experience strongly preferred Excellent spoken and written English, with a clear, client-friendly communication style Independent and pragmatic: you work through difficult tasks on your own and come back with findings, not a stream of questions Diligent and detail-oriented; sloppy or incorrect output isn't acceptable in a relationship business where clients expect polish Right attitude and energy: proactive, resourceful, and a fit for a young, approachable, fast-moving team Working Environment Small, energetic team (~14 people, most under 40) that communicates primarily through Microsoft Teams Professional decorum with clients; direct, concise, and approachable internally Steady-state workload; the firm does not run on overtime, and the expectation is a normal 8-hour day Tool stack: Claude, HubSpot, Microsoft Office 365, SharePoint, Teams, Superhuman, Loom, and Financial Cents