Executive Assistant - 18584

Role: Executive Assistant

Priority Location: LATAM

Working Hours: EST (Eastern Standard Time)

This is a full-time remote role working with a U.S.-based team. Candidates must be comfortable with some overlap with U.S. working hours.

Type of contract: Independent Contractor

Type of job: Remote

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

About The Role

This is not a traditional Executive Assistant position.

You will operate as a high-leverage operator supporting a seasoned founder at the center of a dynamic ecosystem that includes:

• Advising 12-15 venture-backed companies
• Hosting a top-tier podcast (“Not Another CEO”)
• Publishing a weekly Substack
• Engaging with founders, CEOs, and venture capitalists
• Managing complex personal and family logistics

As the Executive Assistant, you will act as the central nervous system of the operation, bringing structure to chaos, optimizing time, and ensuring seamless execution across business and personal domains.

This role is ideal for someone who thrives in complexity, anticipates needs before they arise, and takes pride in becoming indispensable to a high-performing executive.

Key Responsibilities

Executive Calendar and Scheduling

• Own and manage a highly complex calendar across 12+ companies and stakeholders
• Coordinate with founders, CEOs, and investors across competing priorities
• Continuously optimize time allocation for maximum leverage
• Proactively resolve conflicts and re-prioritize in real time
• Ensure zero drop-offs across commitments

Podcast Operations (“Not Another CEO”)

• Manage end-to-end podcast workflow: guest sourcing, outreach, and scheduling
• Coordinate pre-production materials and briefing documents
• Oversee recording logistics and post-production with editors
• Manage clip selection, approvals, publishing, and promotion

Content and Substack Operations

• Own weekly publishing cadence for Substack
• Coordinate with writers and editors
• Track drafts, revisions, and deadlines
• Ensure consistent, high-quality output and distribution

Speaking and Event Logistics

• Coordinate speaking engagements end-to-end
• Manage travel, itineraries, and scheduling
• Liaise with event organizers
• Track presentation materials and ensure readiness

Financial Coordination (Light)

• Manage invoicing across multiple advisory clients
• Track accounts receivable and follow-ups
• Coordinate vendor payments
• Maintain clear financial visibility (non-bookkeeping)

Executive Communications

• Draft and manage high-level communications with CEOs, VCs, and stakeholders
• Maintain a polished, executive-level tone
• Ensure responsiveness across a high volume of communication threads

Personal and Family Logistics

• Coordinate personal scheduling (school, activities, travel)
• Manage logistics across both personal and professional domains
• Act as a trusted extension of the executive

Systems and Process Building

• Build systems and workflows where none exist
• Improve operational efficiency across all areas
• Implement tools and automation, including AI tools like Claude
• Create clarity, structure, and scalability

Qualifications & Skills

Hard Skills

• 4+ years of experience as an Executive Assistant or similar role
• Proven experience supporting founders, CEOs, or senior executives
• Advanced calendar and email management across complex environments
• Strong proficiency with productivity and collaboration tools (Google Workspace, Notion, Slack, etc.)
• Experience with task and project management systems
• Familiarity or strong interest in leveraging AI tools for operations

Nice to Have

• Experience in startup, venture capital, or fast-paced tech environments
• Exposure to content operations such as podcasts, newsletters, or media workflows
• Experience managing cross-functional workflows across multiple entities
• Basic financial coordination or invoicing experience

Soft Skills

• High agency and ownership mindset
• Exceptional organizational skills and attention to detail
• Strong systems thinking and problem-solving ability
• Calm under pressure in fast-moving environments
• Excellent written and verbal communication at an executive level
• Ability to anticipate needs and act proactively

What’s in it for you?

• Work directly with a highly respected founder and operator
• High-impact, high-ownership role with significant autonomy
• Exposure to top-tier founders, CEOs, and venture capital networks
• Opportunity to build systems and shape operations at a high level
• Fast-paced, intellectually stimulating environment

What Success Looks Like

• Fully optimized and controlled executive calendar
• Seamless execution across podcast, content, events, and operations
• Proactive, polished, and timely communication
• No missed details or dropped commitments
• Significant increase in executive leverage and focus