Executive Assistant (Remote Contractor)

About the role

We are seeking a proactive Executive Assistant to serve as the operational backbone for a boutique U.S.-based professional services firm. Working remotely from LATAM on a full‑time schedule aligned with U.S. Eastern Time, you will support the two partners daily, leveraging AI tools—especially Claude—to streamline workflows, manage proposals, and keep the business running smoothly.

Key responsibilities

• Review Loom recordings of prospect meetings, extract key information and update opportunities in HubSpot.
• Prepare first‑draft proposals using packaged services and internal pricing tools, then collaborate with partners to finalize them.
• Become the internal expert on Financial Cents, audit recurring workflows, monitor budgets and time‑tracking, and conduct budget reviews.
• Use Claude extensively for prompting, creating reusable skill files, and continuously improving AI‑driven processes.
• Organise company files, maintain naming conventions, and evaluate new AI tools for the firm.
• Manage partners’ calendars, email, and communications, especially during travel, and interact professionally with clients via email, video calls, or phone.

Required profile

• Experience in a professional services environment where time, billable hours and budgets are core products (accounting, legal or marketing agencies are a strong fit).
• Strong understanding of budgets, billable hours, deadlines and operational workflows.
• Self‑starter who can work independently, solve problems and improve processes without constant supervision.
• Comfortable working full‑time remotely in the U.S. Eastern Time zone.

Required skills

• Proficiency with Claude (AI prompting and workflow automation).
• Experience using HubSpot for CRM and opportunity management.
• Knowledge of Financial Cents for billing, time‑keeping and workflow management.
• Familiarity with Microsoft Teams and Loom for communication and meeting capture.