Senior Executive Assistant & Executive Operations Partner

Own and continuously optimize the GM's calendar based on business priorities. Review upcoming schedules for conflicts, deadlines, prep needs, missing meetings, and unresolved commitments. Prepare concise agendas, background information, open decisions, and recommended next steps.

Capture decisions, owners, deadlines, and commitments from meetings. Maintain one trusted system for requests, delegated items, promised responses, open questions, and leadership commitments across email, Teams, meetings, and conversations. Review sent emails and open conversations for missing responses, resurfacing them before they are forgotten.

Follow up until each important item is completed, deferred, canceled, or closed. Coordinate priorities and follow-through across sales, marketing, operations, finance, and leadership. Draft clear executive communications, summaries, briefings, and action lists.

Identify recurring scheduling, accountability, and workflow problems, recommending practical solutions. Handle personnel, financial, operational, and strategic information with exceptional discretion. Use Microsoft 365 and AI tools responsibly to improve executive productivity and automate repetitive workflows.

5+ years of progressively responsible executive-support experience. 3+ years directly supporting a founder, CEO, President, General Manager, or senior executive. Experience beyond calendars and travel, including meeting preparation, leadership follow-through, project tracking, or executive-office operations.

Professional written and spoken English. Strong proficiency with Outlook, Teams, and Microsoft 365. Consistent availability during Pacific Time business hours.

A private, reliable workspace appropriate for confidential executive conversations. Strong judgment, discretion, organization, initiative, and follow-through. Ability to work independently in a fast-moving company with changing priorities. Engagement: Independent contractor.

Residence in Rio de Janeiro (or elsewhere in Brazil with practical access to Rio) for occasional in-person support. Experience supporting an entrepreneurial or founder-led company. Experience in home services, field services, construction, multi-location services, or operationally complex businesses.

Experience building or improving executive-office operating systems. Background combining executive assistance with project management or business operations. Experience working remotely with North American executives. Practical experience using AI, workflow automation, CRM systems, dashboards, or project-management platforms.