Executive Operations Assistant (part-time)

Executive Operations Assistant (Administrative, CRM, and Marketing Execution Support) We are hiring a remote Executive Operations Assistant to support the founders and help manage the day-to-day operations of the business.

Role Overview You will act as an extension of the founders. Your job is to reduce friction, create structure, and ensure follow-through across administrative work, operations, CRM management, and marketing execution. You will often receive notes, partial instructions, or verbal direction. You are expected to clarify intent, organize work, and execute cleanly without waiting for perfect instructions. This role requires proactive behavior. You are expected to take initiative, move forward independently, and keep things progressing without constant oversight.

Core Responsibilities Executive & Administrative Support • Manage calendars and schedule meetings across U.S. time zones. • Coordinate meeting agendas and ensure meetings are properly framed in advance. • Review AI-generated meeting notes and extract: o Action items o Owners o Deadlines • Track follow-through on all agreed actions. • Join internal and client video calls when needed to support coordination and execution. • Help keep meetings organized and ensure next steps are clear. • Coordinate travel planning when assigned. Daily Rhythm and Accountability • Send a brief daily check-in at the start of the day: o What is scheduled o What matters most • Send a brief end-of-day update: o What was completed o What is blocked o What needs attention next • Proactively remind leadership of deadlines, commitments, and open items. • Demonstrate consistent follow-through without requiring supervision. Sales, CRM, & Operations Support • Engage and follow up with clients as part of the sales cycles • Maintain accurate records in the CRM. • Log contacts, notes, tasks, and follow-ups. • Assist with outreach coordination on behalf of leadership when directed. • Coordinate with: o Independent sales agents o Vendors and partners o Internal stakeholders, including bookkeeping and accounting • Ensure operational details are tracked, organized, and completed. Marketing and LinkedIn Execution • Manage and execute LinkedIn activity for the company. • Assist with planning and executing marketing campaigns. • Draft posts, coordinate review, and schedule content. • Help develop simple storyboards and outline creative concepts. • Support execution of marketing initiatives based on provided direction.

Tools and Systems You will work primarily in: • Microsoft 365: Outlook, Teams, Word, Excel, SharePoint • CRM systems • LinkedIn • Microsoft Copilot Familiarity with modern AI tools and workflows is expected. How You Work • You think critically, not just complete tasks. • You are proactive and take initiative without being asked. • You do not wait for perfect instructions to get started. • You ask clear, direct questions when something is unclear. • You notice gaps and speak up. • You track work through to completion. • You communicate clearly in writing and on video. • You are comfortable participating in live video calls with leadership and clients.

Required Qualifications • Fluent English speaker (written and verbal). • Strong communication skills. • Comfortable working directly with founders and clients. • Strong organizational and follow-through skills. • Confident using modern productivity tools. • Ability to work overlapping U.S. business hours. • Comfortable on video calls and participating in meetings. • Light graphic design experience (Canva or similar tools). • Basic understanding of cybersecurity best practices, including: o Recognizing phishing attempts o Using multi-factor authentication o Maintaining secure handling of information Nice-to-Have Experience • Executive Assistant, Administrative, or Operations Coordinator experience. • Experience with CRM systems. • Marketing or social media execution experience. • Experience working with U.S.-based companies. • Experience in a professional services or consulting environment.

Role Structure • Remote contractor position. • Must overlap with U.S. business hours (Pacific, Mountain, Central, and Eastern). • Open to candidates based in Central and South America. • Reports directly to the founders. • Initial probationary period to confirm mutual fit. In the beginning hours are expected to be 20 hours per week; and will grow to 30+ hours over time

About Mindtech

Mindtech connects you with global projects and international teams. You will work with high standards, real challenges, and room to grow. We are more than 90 professionals in Latin America and the US, building software from end to end.