- Workplace
- Remote
- Type
- Full-time
- Department
- Administration
- Experience
- 3+ years
- Source
- RecruiterFlow
Description
Executive Assistant — Job Description
Location: LATAM
Employment type: Full time
Seniority: Mid-to-senior
About Rad Hires
Rad Hires connects high-performing talent with ambitious teams that move fast and build things that matter. We partner with lean, client-driven organizations to find people who own outcomes, raise the bar, and make a real difference — not just fill a seat.About the Company
Our client is a professional services firm running multiple client engagements at once for a small leadership team. The firm keeps a live portfolio of client work moving — reporting cadences, deliverables, and deadlines across several engagements at a time — and needs someone who can run the systems behind that portfolio so nothing slips.About the Role
This role runs two things at once: the leadership team's time, and the cadence and reporting rhythms that keep the client portfolio current. You'll keep calendars, meetings, client-facing documents, and correspondence moving for the firm's leaders, and own the reporting cycle that keeps every engagement's picture accurate and on schedule. You'll carry several client contexts at once, anticipate what's coming, and close gaps before anyone has to ask.
What You'll Own
- Calendar command. Own complex, multi-leader calendars across time zones. Anticipate conflicts, make the judgment calls, and coordinate directly with stakeholders to keep things moving.- Meeting coordination. Run logistics for internal and client meetings end to end: scheduling, agenda prep, briefing materials, and the details in between.
- Portfolio reporting. Own the weekly project status and financial reporting cycle. Pull from multiple source files, check every figure and date for accuracy, and get client-ready reports out on schedule.
- Action follow-up. Track deliverables and deadlines across engagements. Chase owners with context, confirm each task has met its definition of done, and raise a slipping date early, while there's still room to fix it.
- Project mobilization. Stand up new engagements end-to-end: the tracker, the folders, and the project record, so the team starts ready.
- Client-facing documents. Prepare polished documents and presentations that reflect well on the leaders and the firm.
- Inbox and correspondence. Manage priorities and incoming requests across channels. Draft, route, and follow up on behalf of firm leaders with professionalism and speed.
- Event and offsite logistics. Coordinate team events and client offsites as they come up.
- Confidentiality, always. Handle sensitive information with utmost discretion.
A Week in the Role
You work lean, and because you run the systems well, the output looks like more than one person's. In a recent week you might have:- Reconciled the time data, built the status and budget-versus-actuals drafts, checked every figure, and had client-ready reports out before the Friday cutoff.
- Rebuilt a leader's week after a client meeting ran long, resequencing three other calls without anyone having to ask.
- Caught a task marked complete before the handoff had landed, flagged it with context, and got it reopened before it reached the client.
- Mobilized a new engagement in a day, with the tracker, folders, and project record stood up before the internal kickoff.
- Drafted and sent a batch of client correspondence on a leader's behalf, in a tone no one could tell wasn't theirs.
What We Look For
Must-have:
- Experience supporting a C-suite or a founder in a fast-paced environment.- Confident in owning a reporting cadence where accuracy is non-negotiable.
- AI-native — uses AI to do more in a day than the role used to allow, and knows when it's wrong and how to fix it.
- Exceptional organization and time management, with the ability to juggle competing priorities across multiple leaders.
- Strong written and verbal communication: polished, professional, and concise.
- Proven ability to handle sensitive and confidential information with discretion.
- Proficiency in Google Workspace; able to navigate M365/SharePoint when needed.
- Comfortable with project management tools (Smartsheet, Asana, Linear, or Notion) and with Claude, ChatGPT, Zoom, Wispr, and Granola.
Signals We Love
- Proactive, resourceful, and comfortable operating with ambiguity and minimal direction.- Strong attention to detail and follow-through — this role runs on accuracy.
- A real sense of urgency — moves without being chased.
- Grit — stays with a messy problem until it's sorted.
- Composed and effective under pressure.
Preferred Experience and Education
- 3–5 years of experience in a consulting, professional services, or scale-up setting.- Post-secondary education in business administration or a related field.
- A project management certification (PMP or equivalent) is a plus, not required.
Logistics
- Location: LATAM- Working hours / timezone overlap: Full time
