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 100% remotely on a long‑term contract, you will support the two partners by managing workflows, proposals, and client communications while leveraging AI tools, especially Claude.

Key responsibilities

• Review Loom recordings of prospect meetings, extract key data, and maintain opportunities in HubSpot.
• Draft and refine client proposals using internal pricing tools and collaborate with partners on final versions.
• Become the internal expert on Financial Cents, overseeing billing, time‑keeping, and recurring workflows.
• Monitor project budgets, conduct budget reviews, and report findings via Microsoft Teams.
• Utilize Claude for AI prompting, connectors, and reusable skill files; continuously improve AI‑driven processes.
• Organize company files, enforce naming conventions, and evaluate new AI tools.
• Manage partners' calendars, email, and communications, especially during travel, and maintain high‑level client service.

Required profile

• Experience in a professional services environment where time and expertise are billable (accounting, legal, or marketing agencies).
• Strong understanding of budgets, billable hours, deadlines, and operational workflows.
• Ability to work independently, solve problems proactively, and improve processes without constant supervision.
• Comfortable working in U.S. Eastern Time zone and collaborating remotely.

Required skills

• Claude (AI tool)
• HubSpot
• Financial Cents (workflow, billing, time‑keeping platform)
• Microsoft Teams
• Loom (video recording review)

What we offer

• Long‑term contract with full‑time hours (~40 h/week)
• 100% remote work allowing flexibility across LATAM
• Opportunity to work with cutting‑edge AI technology in a fast‑growing startup environment