Administrative Assistant

Hiring: Administrative Assistant – Executive & Finance Support

Location: Remote | Latin America

Employment Type: Full-Time

Compensation: Up to $1,700 USD/month (depending on experience)

Schedule: Flexible, with required overlap with UK and U.S. Eastern business hours

About the Opportunity

We are seeking an experienced, highly organized, and proactive Administrative Assistant – Executive & Finance Support to join a fast-growing, international technology company.

This role will provide direct administrative and operational support to two senior leaders, with additional communications assistance for a third executive. The ideal candidate is someone who takes ownership of responsibilities, anticipates needs, manages competing priorities independently, and thrives in a fast-paced, remote environment.

This is not a traditional administrative position focused solely on scheduling. The role combines executive assistance, financial administration, client coordination, and communications support.

Key Responsibilities

Finance & Invoicing

• Independently prepare, issue, and track client and supplier invoices.
• Follow up professionally on outstanding payments and overdue accounts.
• Maintain accurate records of invoices, receipts, expenses, and financial transactions.
• Process expense claims and monitor subscriptions and renewals.
• Coordinate financial documentation with accountants and internal finance teams.
• Identify and proactively flag discrepancies, duplicate invoices, missing information, or unusual transactions.

Executive & Administrative Support

• Manage calendars, appointments, and meetings for senior executives across multiple time zones.
• Coordinate travel arrangements, accommodation, and event logistics.
• Organize meetings, prepare agendas, and ensure timely follow-ups.
• Manage incoming requests, prioritize urgent matters, and protect executive productivity.
• Draft and coordinate professional correspondence on behalf of senior leadership.
• Handle confidential information and occasional personal administrative requests with discretion.
• Conduct research, prepare briefings, and maintain accurate administrative records.

Client & Operations Coordination

• Assist in preparing weekly client updates, reports, and meeting summaries.
• Schedule client meetings, document action items, and monitor deadlines.
• Maintain organized client contracts, tender documents, and administrative records.
• Coordinate communication between English- and Spanish-speaking stakeholders.
• Follow up on outstanding client requirements and internal deliverables.

Communications & Project Support

• Transcribe and summarize meetings, calls, and voice notes.
• Draft, edit, and proofread professional communications.
• Maintain contact databases, shared trackers, and internal documentation.
• Support event coordination and post-event follow-ups.
• Ensure assigned tasks are completed accurately and on time.

Required Qualifications

• Several years of professional experience as an Administrative Assistant, Executive Assistant, Office Manager, or in a comparable administrative support role.
• Demonstrated experience supporting executives, senior managers, or multiple stakeholders.
• Fluent or native-level Spanish, both written and spoken.
• Professional working proficiency in English, including the ability to communicate effectively in meetings and written correspondence.
• Hands-on experience with invoicing, payment follow-ups, expense tracking, and basic bookkeeping.
• Proficiency in Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive.
• Familiarity with business communication platforms such as Microsoft Teams, Slack, Telegram, or similar tools.
• Strong organizational skills and the ability to independently manage competing deadlines.
• Excellent attention to detail, particularly when handling financial information and confidential documents.
• Strong professional judgment, discretion, and problem-solving abilities.
• Ability to work independently, communicate proactively, and anticipate executive needs.
• Reliable internet connectivity and a quiet, professional remote workspace.
• Availability to work full-time with overlap across UK and U.S. Eastern business hours.

Preferred Qualifications

• Previous experience supporting a CEO, founder, or senior executive in a technology company or startup.
• Familiarity with accounting and invoicing software such as Xero, QuickBooks, or similar platforms.
• Experience with financial reconciliations and administrative reporting.
• Familiarity with AI and productivity tools such as ChatGPT, Claude, Gemini, and Canva.
• Experience using SharePoint or similar document management platforms.
• Experience coordinating international travel, corporate events, or executive personal tasks.
• Experience working with international clients and distributed teams.

What We're Looking For

We are particularly interested in candidates who demonstrate:

• Proactivity: You anticipate what needs to happen instead of waiting for instructions.
• Ownership: You take responsibility for tasks from start to finish.
• Attention to Detail: You identify errors before they become problems.
• Adaptability: You remain organized and effective when priorities shift.
• Communication: You provide timely updates, ask thoughtful questions, and collaborate effectively.
• Discretion: You handle confidential information with professionalism and integrity.

What We Offer

• Competitive compensation of up to $1,700 USD per month, based on experience.
• A fully remote opportunity with an international technology company.
• Direct collaboration with senior leadership.
• A supportive, inclusive, and collaborative team environment.
• A varied role offering exposure to executive operations, finance, and client engagement.
• Opportunities for professional growth and increased responsibilities.

Additional Information: The position includes an initial trial period. Flexibility may occasionally be required for events, travel arrangements, or urgent business needs.

How to Apply

Interested candidates are encouraged to submit an updated resume highlighting their executive support, financial administration, and international business experience.

Please also include a brief example of how you successfully managed the priorities of a busy senior executive.

Shortlisted candidates will be invited to an interview and a short practical assessment.