- Workplace
- Remote
- Type
- Full-time
- Department
- Administration
- Source
- RecruiterFlow
Description
HireLatam is a premier recruitment agency that places top Latin American talent in independent contractor roles in US companies. With a proven track record and a commitment to excellence, we're your trusted partner in the pursuit of career success. Our extensive network, personalized approach, and supportive guidance ensure that you're in the best hands to find your next job opportunity.
Job Title: Remote Executive Assistant (100% Work From Home)
About the Client
Our Client is a certified women-owned (MWBE) commercial flooring contractor based in New York State, serving healthcare, education, government, and corporate sectors. A multi-year honoree on the Inc. 5000 list of fastest-growing private companies, they hold key state contracts and deliver high-precision commercial interior projects. As they continue their expansion, they rely on elite executive support professionals to manage executive office administration, optimize C-suite time management, and ensure operational precision across leadership initiatives.
Our Client is seeking a highly organized, polished, and proactive Executive Assistant to support their CEO in a full-time remote capacity. Serving as the central operational pillar of the executive office, this professional will take full ownership of complex calendar management, gatekeeping, travel coordination, and executive communications. Operating during US Eastern business hours, this role requires exceptional time management, rapid responsiveness under pressure, and the ability to anticipate executive needs long before they arise.
Key Responsibilities
C-Suite Calendar Management & Gatekeeping
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Owns and manages the CEO’s master calendar with extreme precision, prioritizing commitments, scheduling calls, and resolving same-day scheduling conflicts.
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Serves as the primary gatekeeper for the CEO, exercising sound professional judgment to filter incoming requests, prioritize urgent issues, and protect executive time.
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Tracks action items, follow-up commitments, and project deadlines across the executive office, proactively driving accountability to keep initiatives on schedule.
Executive Communications & Material Preparation
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Prepares, proofreads, and organizes executive correspondence, presentations, reports, and briefing decks with high attention to detail.
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Coordinates end-to-end meeting logistics, including agenda creation, briefing document distribution, minute-taking, and action-item tracking.
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Responds quickly and professionally to emails, inquiries, and urgent communications, maintaining a calm, polished presence in high-pressure situations.
Travel Logistics & Strategic Administration
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Coordinates complex travel arrangements, flight itineraries, lodging, ground transportation, and related event logistics.
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Handles confidential business information, financial data, and strategic documents with the utmost discretion and integrity.
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Supports cross-functional projects and special administrative initiatives as assigned by the executive leadership team.
Qualifications, Skills, and Key Competencies
Required Qualifications
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C-Suite Administrative Experience: 5+ years of proven experience as an Executive Assistant supporting C-level executives or senior leadership in a fast-paced environment.
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Mastery of Calendar Management: Exceptional organizational skills with a track record of managing complex, rapidly shifting executive schedules down to the minute.
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Advanced Written & Spoken English: Polished, professional verbal and written English communication skills suitable for corresponding with key stakeholders, government entities, and corporate clients.
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Proactive Initiative & Gatekeeping: Proven ability to act as an effective executive gatekeeper, exercise independent judgment, and anticipate needs before being directed.
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Confidentiality & Discretion: Demonstrated experience handling sensitive, confidential business data with high integrity.
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Tech Stack Fluency: Proficiency in enterprise productivity tools (Microsoft Office 365, Google Workspace, calendar management apps, and video conferencing tools).
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Schedule Alignment: Full availability to work Monday through Friday, 8:00 AM – 5:00 PM US Eastern Time (EST).
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Remote Work Infrastructure: Dedicated quiet home office, personal computer, professional headset, and high-speed, reliable internet connection.
Preferred Qualifications
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Experience leveraging modern AI productivity tools (e.g., ChatGPT, Claude, Microsoft Copilot) to streamline scheduling, draft communications, or organize administrative workflows.
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Prior experience supporting leaders within commercial contracting, construction, corporate services, or project-based industries.
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Competitive USD Compensation: $2,055 USD monthly salary paid directly in USD.
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Paid Time Off Package: Includes Paid Time Off (PTO) plus 8 paid company holidays per year.
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High-Visibility Executive Engagement: Direct partnership with the CEO of a multi-time Inc. 5000 award-winning company.
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100% Remote Infrastructure: Dedicated full-time engagement executed remotely from Latin America.
Application Disclaimer: Please Read Before Proceeding
To ensure a fair and efficient hiring process, all applications must meet the mandatory requirements listed in the job description.
Voice/Video Recording is REQUIRED
Your application CANNOT be considered without a voice or video recording. It must be at least 30 seconds long and in English. Submissions in any other language or missing a recording will be automatically disqualified.
Mandatory Knockout Questions
Each application includes knockout questions designed to verify minimum qualifications required by the client. If you answer "NO" to any of these, you will be immediately disqualified from the hiring process for not having the experience requested for the role. Please note that the citizenship question is also a knockout if you answer "YES" as we are only able to hire Latin American talent based in Latin America.
Apply Wisely
To maintain fairness, please apply to no more than three jobs and only if you fully meet the listed qualifications. Applying to roles you don’t qualify for will not improve your chances and may affect future applications.
Check Your SPAM Folder
All important updates will be sent via email, so be sure to check your inbox and spam/junk folders to avoid missing any communication.
We appreciate your interest and look forward to reviewing your application!
