Executive Assistant

• Job Title: EA & Operations Coordinator

• Location: Full-Time Remote (LATAM)

• Working Hours: Full-Time, Monday to Friday, EST - 40 hours a week

• Compensation: $1,600 - 2,2000 USD per month (based on experience)

About the Company

We are a financial operations and fractional CFO services firm with nearly eight years of experience. We serve approximately 50 clients across multiple franchise systems, providing monthly accounting, CFO work, and project-based services. We are a small, high-energy entrepreneurial team based in North Carolina.

About the opportunity

We are seeking an experienced, "hungry," and self-directed Executive Assistant to support our two principals. This is a brand-new, high-impact role designed to act as a "technical ease" layer for the business. You will own operational workflows, manage critical data, and ensure that nothing falls through the cracks. The ideal candidate doesn't just wait for instructions but proactively identifies "noise" vs. "signal" to keep leadership focused on high-value tasks.

Key Responsibilities

• Financial Administration & Oversight: Send and track invoices, pull P&L and Balance Sheet reports from QuickBooks Online, and coordinate the collection of bank statements during client onboarding with strict confidentiality.

• HubSpot & Pipeline Engineering: Manage lead nurturing workflows, automate deal stage communications (such as sending pre-call questionnaires), and run re-engagement campaigns for "lost" leads.

• Marketing: Draft "one-pagers" highlighting client success stories, manage and curate all social media channels, and compose monthly newsletters for leads and franchisors.

• Data Management: Pull and compile weekly sales numbers and marketing scorecards from multiple sources; log invoices into AP systems.

• Organization: Maintain a standardized SOP library, manage partner inboxes to filter spam and flag priorities, ensuring all meeting action items are logged, followed up on.

• Research & Project support: Use AI tools (Gemini, ChatGPT) to conduct research, book travel, and provide "CliffsNotes" summaries for upcoming prospect meetings.

• Meeting Support: Attend meetings, generate AI-powered notes, extract action items, and distribute summaries to the team.

• Email & Calendar Management: Manage inboxes and calendars for two busy executives, prioritizing communications and scheduling

• Client Communication: Handle routine client inquiries and questions with professionalism and clarity

• Task Prioritization: Identify and surface urgent tasks and deadlines to leadership

• Team Coordination: Communicate with the broader team to ensure smooth operations.

Required Qualifications

• 4 + years of professional experience in similar position (marketing assistant, executive assistant, chief of staff, marketing operations support)

• Fluent English (written and verbal) for clear communication with leadership and team members.

• Strong critical thinking and ability to anticipate needs rather than just react to requests.

• Familiarity with financial software (QuickBooks preferred but not required)

• Proficiency of Google Workspace and Microsoft Office is required.

• Experience with HubSpot.

• AI Fluency: Comfortable using ChatGPT, Gemini, or Claude to streamline research and content drafting.

• Professionalism: Proven ability to handle sensitive financial data and account access with total discretion.

• Strong attention to detail and ability to work independently in a remote environment.

• Flexibility: Ability to pivot quickly as company needs change and maintain a "roll with the punches" attitude.

• We value "hunger" and growth-mindedness; we want someone who crushes tasks and asks for more, rather than "sandbagging" or stretching work to fill hours.

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