Executive Assistant to the Director of Web Services

About Bright Vessel

Bright Vessel is a US-based digital agency operating since 2013, with six brands spanning WordPress development, WooCommerce, managed hosting for 500+ sites, education marketing, and church digital marketing. Our distributed team already includes talented professionals across Latin America, and we are hiring a coordinator to support our Director of Web Services.

About the Role

You will work directly with our Director of Web Services as her right hand, keeping projects, tasks, invoices, and client communication moving so she can focus on quality assurance, launches, and leading the development team. This is a high-trust operational role at the center of everything the agency delivers.

What You Will Do

• Create and maintain clients, projects, sprints, and tasks in our internal project system (TIP), including assigning work to developers and enforcing due dates
• Draft and send client invoices through Stripe, track payment status, and flag overdue items
• Prepare quotations and scope summaries for small projects under the Director's guidance
• Manage client communication in Slack channels: status updates, follow-ups, confirming receipt of assets, and keeping clients informed through launches
• Handle access and credential requests: staging logins, password resets, and organizing shared credentials securely
• Coordinate QA rounds before site launches, tracking punch lists and confirming fixes with the team
• Keep the Director's schedule of launches, meetings, and client deadlines organized and visible
• Chase internal follow-ups so nothing falls through the cracks

What We Are Looking For

• Based in Latin America with availability during US Eastern business hours
• 1 to 3 years in a digital agency, web team, or similar client-services environment
• Working familiarity with WordPress admin (you do not need to code)
• Experience with a project management tool (Jira, Asana, ClickUp, Monday, or similar)
• Excellent written English for client-facing communication; native or fluent Spanish
• Comfortable with Stripe or similar invoicing tools, or able to learn quickly
• Extremely organized, detail-oriented, and proactive: you notice the dropped ball before anyone else does

Nice to Have

• Experience with WooCommerce projects, staging environments, or website launch processes
• Prior experience supporting a director or executive in an operations capacity
• Familiarity with AI tools (we run Claude across the whole team)

Details

• Fully remote, LATAM candidates only
• Full time independent contractor, paid in USD
• US Eastern business hours
• Reports to the Director of Web Services