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Executive Assistant
Location
Brazil
Posted
141 days ago
Salary
$1.6K - $2.2K / month
Seniority
Senior
Job Description
Executive Assistant
Agent
• Financial Administration & Oversight: Send and track invoices, pull P&L and Balance Sheet reports from QuickBooks Online, and coordinate the collection of bank statements during client onboarding with strict confidentiality. • HubSpot & Pipeline Engineering: Manage lead nurturing workflows, automate deal stage communications (such as sending pre-call questionnaires), and run re-engagement campaigns for "lost" leads. • Marketing: Draft "one-pagers" highlighting client success stories, manage and curate all social media channels, and compose monthly newsletters for leads and franchisors. • Data Management: Pull and compile weekly sales numbers and marketing scorecards from multiple sources; log invoices into AP systems. • Organization: Maintain a standardized SOP library, manage partner inboxes to filter spam and flag priorities, ensuring all meeting action items are logged, followed up on. • Research & Project support: Use AI tools (Gemini, ChatGPT) to conduct research, book travel, and provide "CliffsNotes" summaries for upcoming prospect meetings. • Meeting Support: Attend meetings, generate AI-powered notes, extract action items, and distribute summaries to the team. • Email & Calendar Management: Manage inboxes and calendars for two busy executives, prioritizing communications and scheduling. • Client Communication: Handle routine client inquiries and questions with professionalism and clarity. • Task Prioritization: Identify and surface urgent tasks and deadlines to leadership. • Team Coordination: Communicate with the broader team to ensure smooth operations.
Job Requirements
- 4 - 6+ years of professional experience in similar position (marketing assistant, executive assistant, chief of staff, marketing operations support)
- Fluent English (written and verbal) for clear communication with leadership and team members.
- Strong critical thinking and ability to anticipate needs rather than just react to requests.
- Familiarity with financial software (QuickBooks preferred but not required)
- Proficiency of Google Workspace and Microsoft Office is required.
- Experience with HubSpot.
- AI Fluency: Comfortable using ChatGPT, Gemini, or Claude to streamline research and content drafting.
- Professionalism: Proven ability to handle sensitive financial data and account access with total discretion.
- Strong attention to detail and ability to work independently in a remote environment.
- Flexibility: Ability to pivot quickly as company needs change and maintain a "roll with the punches" attitude.
- We value "hunger" and growth-mindedness; we want someone who crushes tasks and asks for more, rather than "sandbagging" or stretching work to fill hours.
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