Executive Assistant (Remote Contractor)

About the role

We are seeking a proactive Executive Assistant to serve as the operational backbone for a boutique U.S.-based professional services firm. Working 100% remotely on a long‑term contract, you will support the two partners daily, leveraging AI tools—especially Claude—to keep workflows smooth and enable the partners to focus on client work and growth.

Key responsibilities

• Review Loom recordings of prospect meetings, extract key details, and update opportunities in HubSpot.
• Draft and refine client proposals using internal pricing tools and collaborate with partners on final versions.
• Become the internal expert on Financial Cents, managing billing, time‑keeping, and recurring workflows.
• Monitor project budgets, track billable hours, and conduct budget reviews with partners via Microsoft Teams.
• Use Claude for AI prompting, create reusable skill files, and continuously improve AI‑driven processes.
• Organise company files, enforce naming conventions, and evaluate new AI tools.
• Manage partners’ calendars, email, and communications, especially during travel, and maintain high‑standard client interactions.

Required profile

• Experience in a professional services environment where time and expertise are the primary products (accounting, legal, or marketing agency background is a plus).
• Strong understanding of budgets, billable hours, deadlines, and operational workflows.
• Self‑starter who can solve problems independently and improve processes without constant supervision.
• Comfortable working across U.S. Eastern Time hours while based in LATAM.

Required skills

• HubSpot
• Financial Cents
• Microsoft Teams
• Claude AI
• Loom