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Senior Executive Administrator
📍 Remote — Latin America only
💰 $1,000/month | Independent Contractor
🕒 Full-time, 40 hrs/week | Core hours GMT-4, with reasonable flexibility
ABOUT THIS ROLE
- This is a Chief of Staff role in practice — not just an executive support position. You will be the operational right hand of a fast-scaling beauty brand CEO: the person who keeps the business moving, the team accountable, and the CEO’s time protected.
- You won’t just follow instructions. You’ll anticipate needs, build systems, and make sure nothing falls through the cracks — before anyone has to ask.
- If you’re a strong communicator who thrives in fast-moving environments and takes pride in quiet, consistent execution — this role was built for you.
ABOUT THE COMPANY
A manufacturer and brand builder of innovative beauty products, focused on bringing Korean Beauty to international markets. The company is growing fast — decisions move quickly, priorities shift, and the person in this role needs to move with them.
WHAT YOU’LL OWN
Chief of Staff Responsibilities
— Act as the primary liaison between the CEO and the leadership team.
— Translate executive decisions into clear action items and ensure the team follows through.
— Keep cross-functional priorities aligned without requiring constant CEO involvement.
— Maintain a live task tracker for the CEO and broader team — own it, update it daily.
Calendar & Schedule
— Full ownership of the CEO’s calendar. You protect it, optimize it, and make sure he walks into every meeting prepared.
— Proactively resolve scheduling conflicts, handle travel logistics, and prepare meeting briefs.
Inbox & Communication
— Monitor and triage the CEO’s Gmail in real time, especially on high-meeting days.
— Draft and send responses on his behalf — matching his tone, using good judgment.
— Flag urgent items immediately: buyer emails, partner responses, time-sensitive decisions.
Team Accountability
— Chase down blockers yourself. If you need a login, a file, or an answer — you get it.
— You are the reason deadlines don’t slide silently.
Daily End-of-Day Report (Non-Negotiable)
— Every workday: what got done, what’s pending, blockers, and tomorrow’s plan.
— This is the baseline of the role. Not optional.
Systems & Process
— Identify inefficiencies before they become problems.
— Propose and implement SOPs and workflows — without being asked.
— You build structure. You don’t wait for it.
Operations Management & Process Building
— Identify inefficiencies and fix them before they become problems
— Design, document, and implement SOPs across key business functions
— Build and optimize workflows to improve speed, clarity, and accountability
— Introduce structure where there is none — and continuously improve it
Automation & AI Enablement
— Use tools like ChatGPT, Notion AI, Zapier, or similar to automate repetitive tasks
— Create AI-powered workflows for reporting, communication, and task tracking
— Reduce manual work by building scalable systems
— Continuously look for ways to make operations leaner and smarter
WHO YOU ARE
- You have 3+ years of direct experience as a Chief of Staff, Senior EA, or Executive Administrator supporting a CEO, founder, or C-level executive in a startup or high-growth environment.
- You are a clear, consistent communicator. You keep people informed — not because you’re asked to, but because you understand it’s part of the job.
- You manage up. You anticipate what the CEO needs before he asks, and you make it happen.
- You stay composed under pressure. When things get chaotic — and they will — you’re the steadying force, not an additional variable.
- You write professionally in English. You can draft an email on behalf of the CEO to a U.S. buyer and it reads exactly as it should — clear, direct, and professional.
- You are familiar with U.S. business culture and can represent the CEO confidently in external communications.
- You are located in Latin America with a reliable internet connection and a professional home setup.
NICE TO HAVE
— Familiarity with AI tools (ChatGPT, Notion AI, or similar) to streamline tasks — a plus, not a requirement.
— Experience with Google Workspace (Gmail, Calendar, Docs, Sheets) and project management tools (Asana, Notion, ClickUp, or similar).
— Prior experience supporting a first-time CEO or founder who was new to working with dedicated executive support.
WORKING HOURS & AVAILABILITY
Core hours are Monday–Friday, 9am–6pm GMT-4. The CEO may occasionally reach out outside of those hours — this is the exception, not the rule, and you’re someone who handles it without issue when it happens.
WHAT THIS ROLE IS NOT
— This is not a role for someone who needs heavy direction or daily check-ins to stay on track.
— This is not a strategic advisory role with minimal execution. It is deeply operational.
— This is not for someone who sees “building systems from scratch” as a problem rather than an opportunity.
WHY THIS ROLE
- You’ll be one of the most important people in this CEO’s professional life — with direct visibility into every major decision, relationship, and initiative in the company. You’ll build real systems, hold real teams accountable, and make a direct impact through execution, not titles.
- If you’ve been looking for a role where your reliability, communication, and proactivity are not just valued but essential — this is it.
HOW TO APPLY
Complete the application form: https://airtable.com/appOWPxckxVIjvMdu/pagy70vUZTFTvcYsD/form
Screening interview with our recruitment team.
Interview with CEO
Final decision — we move fast. If you’re the right person, you’ll know within days.
