Executive Assistant

This position is listed on behalf of a partner company, which manages all applications and next steps. Our partner is looking for an Executive Assistant based in Brazil.

Join a dynamic, remote-first professional environment where your organizational skills and proactive support will help senior leaders operate more efficiently. As an Executive Assistant, you will provide high-level administrative and operational assistance to the leadership of a fractional integrator practice, ensuring that schedules, client engagements, and business priorities run smoothly. You will coordinate meetings across time zones, support strategic planning rhythms, and help maintain the tools and processes that keep leadership teams aligned and accountable. From preparing client-facing materials to tracking priorities and coordinating travel, you will play an essential role in delivering a seamless client experience. You will also contribute to business development activities, maintain accurate records, and handle confidential information with professionalism and discretion. This fully remote, full-time contract opportunity is ideal for a detail-oriented professional who thrives in a fast-paced environment, communicates confidently in English, and enjoys anticipating needs before they arise.

Accountabilities

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.