Executive Assistant – Household and Business Operations

🔥 0 minutes ago

🌐 Colombia, Honduras, +4 more countries – Remote

🇨🇴 Colombia – Remote 🇭🇳 Honduras – Remote 🇦🇷 Argentina – Remote 🇩🇴 Dominican Republic – Remote 🇧🇴 Bolivia – Remote 🇲🇽 Mexico – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

⚙️ Business Operations

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Hire Overseas

WebsiteLinkedInAll Job Openings

1 - 10 employees

Founded 2023

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

Hire Overseas is a recruitment agency that specializes in connecting businesses with top-tier overseas talent. By focusing on a range of roles from technical and design fields to marketing and administrative support, Hire Overseas aims to streamline operations and boost productivity for its clients while offering significant cost savings. The company prioritizes quality by accepting less than 1% of global hires, ensuring that only exceptional candidates are placed in various remote positions.

📋 Description

• Manage calendars, inboxes, meetings, and communications for the principal across firm activities • Coordinate with investors, operators, attorneys, accountants, consultants, and external partners • Draft correspondence, prepare meeting materials, and track follow-ups across business units and projects • Maintain organized digital files, including investment memos, NDAs, contracts, and diligence materials • Oversee and coordinate a part-time remote assistant • Reconcile receipts and manage expense tracking across Amex, QuickBooks, Expensify, or Ramp • Prepare documents for tax filings, estimated payments, and coordination with accountants and attorneys • Manage vendor billing, pricing negotiations, and service-provider coordination • Research and book business and family travel, including flights, hotels, car rentals, and activities • Build detailed itineraries and coordinate packing lists, baby gear, schedules, and nanny logistics • Oversee home operations, maintenance schedules, inventories, and vendor contracts • Coordinate childcare logistics, family appointments, and household and personal scheduling • Source and evaluate nannies, educational experts, health professionals, and other family support resources • Handle returns, customer-service resolutions, and vendor follow-ups through completion • Plan and execute personal, family, and corporate events end-to-end • Manage venues, reservations, transportation, custom orders, catering, communications, RSVPs, gifting, and celebrations • Research schools, childcare programs, insurance plans, home services, and firm needs • Compile research into actionable summaries with recommendations • Own ad hoc projects end-to-end and maintain a relationship index of key contacts • Use Claude, ChatGPT, and other AI tools for research, drafting, planning, and problem-solving • Build and manage light automations using Zapier, Notion, or Google Apps Script • Maintain systems across Notion, Google Workspace, and Microsoft Office • Identify productivity tools that reduce manual overhead

🎯 Requirements

• 5+ years of experience in a senior executive assistant, chief of staff, family office, or private household management role • Proven experience supporting a principal across business operations and personal or family life simultaneously • Hands-on experience with expense tracking, vendor billing, and accounting and legal document preparation • Strong background in household and family operations, vendor management, childcare coordination, and home logistics • Ownership mindset and ability to independently manage tasks through completion • Strong judgment about when to act independently and when to check in • Excellent written and verbal communication across professional and personal contexts • Fluency with AI tools, including Claude or ChatGPT • Proficiency in Notion, Google Workspace, and Microsoft Office • Comfort making phone calls, negotiating with vendors, and managing logistics under pressure • High discretion, reliability, and attention to detail • Comfort with high-availability expectations and responsiveness outside standard hours • Familiarity with private equity, finance, or professional services environments preferred • Experience coordinating household staff, including nannies or property managers, preferred • Background in high-touch travel coordination or event planning preferred • Experience building light automations with Zapier or similar tools preferred • Updated resume required for application • Short 1–2 minute Loom video required; only candidates who submit one proceed to the next step

🏖️ Benefits

• Paid in USD, bi-monthly: every 15th and 30th • Paid Time Off in accordance with company policy • Observance of Holidays per company guidelines • 100% remote setup • Direct access to a principal who moves fast, trusts deeply, and does not micromanage • Long-term role with real ownership and room to grow as the firm and household scale