Overview

Remote Operations Executive Assistant Jobs in Latin America at HireLATAM

Title: Remote Operations Executive Assistant

Company: HireLATAM

Location: Latin America

HireLatam is a premier recruitment agency that places top Latin American talent in independent contractor roles in US companies. With a proven track record and a commitment to excellence, we're your trusted partner in the pursuit of career success. Our extensive network, personalized approach, and supportive guidance ensure that you're in the best hands to find your next job opportunity.

Job Title: Remote Operations Executive Assistant (100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary: $2,000 – 3,000 USD/month depending on experience

Schedule: Monday to Friday, 5:00am to 2:00pm Pacific Time

Job Overview

We are hiring an Operations & Executive Assistant (OEA) to replace a long-tenured hybrid Admin/EA who has served as “ops glue” and a legacy knowledge-holder. This is not a traditional, calendar-only EA role. It is a hybrid operations + executive support position that keeps workflows moving, routes information to the right owners, and ensures follow-through across the organization.

You will sit at the center of internal coordination: scheduling, routing, tracking, follow-ups, system updates, and documentation—so leadership and teams stay focused on execution.

Reporting & Working Model

Reports to: Executive leadership (primary) with cross-functional support to Ops, Sales, Customer Service, and Finance as needed

Responsibilities:

Administrative Operations (Process & Systems)

  • Maintain and update core business systems, including CRM, order/shipping tools, task boards, shared drives, and internal communication platforms (e.g., Slack, Teams, Notion, or internal wiki).
  • Keep operational workflows moving by tracking handoffs and proactively nudging owners on:
  • Purchase orders
  • Shipments
  • Approvals
  • Internal requests and dependencies
  • Create and maintain lightweight reports, summaries, and operational dashboards as needed.
  • Identify recurring issues, bottlenecks, and process gaps; propose and document basic process improvements.
  • Apply a working understanding of accounting-related workflows, including RMAs, returns, and warranties.

Executive Support (High-Trust Administrative Support)

  • Own leadership calendar management, including scheduling, rescheduling, prioritization, confirmations, and meeting logistics.
  • Triage inbound emails and messages for leadership:
  • Organize and prioritize communications
  • Route items to appropriate internal owners
  • Ensure follow-up and closure
  • Draft, refine, and format internal and external communications that are clear, professional, and concise.
  • Prepare meeting agendas, capture notes, and drive action-item completion after meetings.

Internal Coordination (Routing & Follow-Through)

  • Act as a central coordinator across teams to ensure requests are routed correctly and don’t stall in inboxes.
  • Maintain task boards and trackers (e.g., Asana, Monday, ClickUp):
  • Assign owners
  • Set due dates
  • Enforce basic task hygiene and status updates
  • Run a consistent follow-up cadence, including reminders, escalations, and status checks to keep priorities moving.

Customer & Vendor Communication (Lightweight & Professional)

  • Respond to straightforward inbound customer and vendor inquiries.
  • Route complex or technical issues to the appropriate internal team members.
  • Maintain professionalism and continuity during transitions, handoffs, and follow-ups.
  • Ensure key details are captured, logged, and communicated internally.

Documentation & Knowledge Capture (De-Risking the Business)

  • Document SOPs and recurring workflows to reduce reliance on tribal knowledge.
  • Create templates and checklists for repeatable processes, including:
  • Onboarding
  • Meeting rhythms
  • Vendor requests
  • Recurring reports
  • Maintain a clean, current, and searchable knowledge base.

General Administrative Support

  • Manage shared inboxes and shared file systems.
  • Create and edit documents, spreadsheets, and summaries quickly and accurately.
  • Provide light HR and administrative support, such as:
  • Onboarding coordination
  • Checklist management
  • Documentation support

Qualifications, Skills, and Key Competencies:

Required

  • Bilingual English/Spanish with strong written English (this role is communication-heavy).
  • 3+ years in a role combining operations coordination + administrative/executive support.
  • High comfort with tools and systems: calendars, email, docs, spreadsheets, task boards, chat tools.
  • Strong organizational skills and follow-through; you naturally close loops.
  • Professional judgment: can prioritize, escalate appropriately, and handle sensitive information discreetly.
  • Proactive operator mindset: you don’t wait to be asked twice.

Preferred

  • Experience supporting fast-moving leadership teams and cross-functional ops.
  • Familiarity with CRM/order/shipping workflows (not required, but helpful).
  • Process documentation experience (SOPs, checklists, internal wiki hygiene).
  • Basic reporting skills (spreadsheets, simple dashboards, recurring summaries).

What Success Looks Like (90-Day Outcomes)

  • Leadership calendar and communications are predictable, organized, and frictionless.
  • Internal follow-ups are tight—no dropped balls, fewer “who owns this?” threads.
  • Key workflows have visible tracking (owners, due dates, status).
  • Core SOPs and legacy processes are captured in writing and easy for others to follow.
  • Customers/vendors experience fast routing and consistent communication.

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