Executive Assistant

• Manage executive calendars, emails, and scheduling, coordinating client meetings, appointments, and commitments across multiple time zones.
• Organize and prepare for EOS® (Entrepreneurial Operating System®) meetings, including Level 10 (L10) meetings, quarterly planning sessions, and annual sessions, ensuring agendas and supporting materials are ready.
• Record meeting notes, document decisions, and track action items to ensure clear ownership and timely follow-through.
• Maintain and update EOS® management tools, including the Vision/Traction Organizer (V/TO), Rocks, Scorecards, Accountability Charts, and to-do lists, ensuring information remains accurate and accessible to relevant stakeholders.
• Monitor outstanding priorities, follow up on assigned tasks and Rocks, send reminders, and proactively flag delays, risks, or items requiring leadership attention.
• Prepare professional, client-ready documents, presentations, reports, and other business materials.
• Maintain organized client files, administrative records, and shared documentation to support efficient collaboration and information retrieval.
• Coordinate travel arrangements for in-person client engagements, including flights, accommodation, itineraries, and related logistics.
• Assist with expense reporting and maintain accurate records of travel-related costs.
• Support business development activities by following up with leads, updating customer relationship management (CRM) systems, and coordinating outreach initiatives.
• Handle sensitive business information and confidential communications with discretion and professionalism.
• Identify opportunities to improve administrative workflows, strengthen coordination, and help leadership maintain focus on strategic priorities.

Requirements

• At least three years of experience as an Executive Assistant, in Chief of Staff support, or in a comparable high-level administrative role.
• Strong calendar management and scheduling skills, including coordinating meetings across multiple time zones and managing competing priorities.
• Excellent written and spoken English, with the ability to communicate professionally with executives, clients, and external stakeholders.
• Proficiency with Google Workspace or Microsoft 365, including calendars, email, documents, spreadsheets, and presentations.
• Familiarity with video conferencing platforms and project management or task-tracking tools.
• Exceptional organizational skills, attention to detail, and follow-through, with the ability to keep multiple projects, deadlines, and stakeholders aligned.
• A proactive, resourceful approach to problem-solving, with the ability to anticipate executive needs, identify potential issues, and take initiative without constant supervision.
• Strong interpersonal skills and the ability to build productive relationships with leadership teams, clients, and colleagues in a remote working environment.
• A high level of discretion and sound judgment when handling confidential business information and sensitive communications.
• A reliable remote working setup and availability that overlaps with US business hours.
• A valid US visa or equivalent travel authorization to accommodate occasional business travel when required.
• The ability to work independently while remaining responsive, accountable, and collaborative within a distributed team.

Preferred qualifications:

• Familiarity with EOS® concepts and tools, including Level 10 meetings, Rocks, the V/TO, Scorecards, and Accountability Charts.
• Experience supporting consultants, business coaches, fractional executives, or leadership advisory practices.
• Familiarity with CRM platforms and basic business development activities, including lead follow-up and outreach coordination.
• Experience using EOS-related software, such as Ninety.io, or similar business management platforms.
• Bilingual proficiency in English and Spanish.

Benefits

• Competitive monthly compensation: USD $1,200–$1,800, depending on experience, seniority, and skills.
• Fully remote work: Work from Brazil in a remote position supporting an international client.
• Full-time contract: A full-time engagement administered through a payroll platform.
• International exposure: Collaborate with leadership teams and clients in a US-focused business environment.
• Professional development: Strengthen executive support, operational coordination, business communication, and leadership support skills.
• Meaningful responsibilities: Contribute directly to leadership effectiveness, client satisfaction, and business development initiatives.
• Autonomy and ownership: Take responsibility for administrative workflows, scheduling, follow-ups, and coordination in a role that values initiative and reliability.