What You'll Do
Support a Founder and CEO by managing day-to-day operations, reducing administrative burden, and ensuring seamless internal coordination. You’ll handle client correspondence with precision, maintaining appropriate tone and regulatory awareness while responding to requests such as withdrawal inquiries on behalf of leadership.
Oversee monthly marketing campaigns using HubSpot and Mailchimp, including distribution and contact list maintenance. Validate financial data from fund administrators before dissemination and ensure all records remain accurate and up to date. Collaborate with external designers to produce professional marketing materials aligned with brand standards.
Manage and organize multiple calendar systems—company, personal, and confidential—ensuring clarity and conflict-free scheduling. Maintain executive availability, coordinate meetings, and support cross-team visibility into scheduling. Take ownership of recurring operational tasks such as insurance renewals and engagement letter follow-ups, ensuring nothing falls through the cracks.
Use AI tools effectively to automate workflows, validate outputs, and improve efficiency. You’ll be responsible for refining prompts, reviewing results, and integrating AI assistance into daily processes while adhering to quality and compliance standards. Quickly identify ambiguous or complex tasks and escalate appropriately for direction.
Requirements
- At least 3 years of experience supporting executives in administrative or operations-focused roles
- Proven track record in email and calendar management across multiple schedules
- Hands-on experience with HubSpot and Mailchimp for CRM and marketing workflows
- Comfort using AI platforms like ChatGPT or Copilot, with ability to assess and refine generated content
- Strong written communication skills, with attention to tone, accuracy, and regulatory boundaries
- Ability to manage client interactions with discretion and clarity, without impersonating leadership
- Excellent organizational skills with capacity to reprioritize in fast-moving environments
- Experience maintaining SOPs, validating data, and supporting operational reporting
- Reliable high-speed internet, a modern multi-core laptop, and a noise-canceling headset
Benefits
This is a full-time remote position open to candidates in LATAM. The monthly compensation ranges from $1,300 to $1,700, depending on experience. You’ll work within a structured, process-driven environment that values precision, compliance, and continuous improvement. Exposure to AI-enhanced workflows and automation tools provides opportunities to grow technical and operational expertise.
Preferred Qualifications
- Background in financial services, legal, or other regulated sectors
- Familiarity with automation platforms such as N8N or Zapier
- Experience using project management tools like ClickUp, Jira, or Trello
