Senior Executive Operations Specialist

Required Qualifications

• Demonstrated experience in executive operations, business operations, analytical reporting, or a comparable role supporting senior leadership.
• Advanced Excel and/or Google Sheets skills, including complex formulas, data analysis, reporting, and building spreadsheets from scratch.
• Strong financial literacy, including experience working with financial statements, forecasts, budgets, reconciliations, or management reports.
• Excellent spoken and written English, with the confidence to communicate directly with U.S.-based executives.
• Exceptional attention to detail, organization, and follow-through.
• Strong independent problem-solving ability and sound business judgment.
• Professional maturity, discretion, and the ability to handle confidential information.
• Ability to communicate concerns diplomatically, maintain appropriate boundaries, and work effectively with senior professionals.
• Comfort handling both sophisticated analytical projects and everyday executive administrative responsibilities.
• Reliable internet connectivity and a professional remote-work environment.

The Person Who Will Thrive Here

• You are intelligent, resourceful, exceptionally organized, and quietly confident.
• You enjoy solving problems, working with numbers, improving systems, and helping executives operate more effectively.
• You can receive detailed instructions when learning a new process, but you do not require constant direction once you understand the objective.
• You are comfortable taking initiative, making thoughtful recommendations, and respectfully raising concerns when something needs attention.
• You communicate professionally with strong personalities, remain calm under pressure, and take pride in producing accurate, complete work.
• Most importantly, you are someone leadership can trust to take ownership and follow through.

Key Responsibilities

Executive Support & Organization

• Manage and prioritize the CEO's email inbox, organize correspondence, draft responses, and ensure timely follow-up.
• Coordinate executive calendars, meetings, appointments, business travel, and international conferences.
• Track executive commitments, deadlines, priorities, and action items.
• Prepare documents, conduct research, and coordinate special projects.
• Anticipate needs and proactively improve executive organization and efficiency.

Financial & Analytical Reporting

• Independently build and maintain spreadsheets, management reports, cash-flow forecasts, revenue projections, and operational dashboards.
• Gather, organize, analyze, and reconcile business information from multiple sources.
• Prepare sales commission calculations, collections reports, expense reconciliations, and other recurring management reports.
• Support payroll administration, invoicing, bookkeeping coordination, and financial recordkeeping.
• Work with outside accounting professionals to obtain information and support accurate financial reporting.
• Identify discrepancies, investigate issues, and present findings and recommendations clearly.

Business Operations & Executive Project Coordination

• Coordinate initiatives involving sales, marketing, operations, and external professionals on behalf of the CEO and CSO.
• Obtain information and reports from team members, troubleshoot reporting issues, and ensure deadlines are met.
• Create and improve operational tracking systems, workflows, and standard operating procedures.
• Monitor project progress and follow up proactively to ensure commitments are fulfilled.
• Identify opportunities to improve accuracy, efficiency, and communication across the business.

Preferred Qualifications

• Experience supporting U.S.-based executives or international companies.
• Experience with QuickBooks Online, HubSpot, or comparable financial and CRM systems.
• Experience with payroll administration, cash-flow forecasting, or financial management reporting.
• Background in business analysis, finance, operations, engineering, or process improvement.
• Experience developing reports and improving business processes independently.

A relevant bachelor's degree is preferred, but demonstrated ability and professional experience are more important than a specific credential.

You do not need to be a CPA or professional accountant. However, you must be genuinely comfortable with numbers and capable of producing accurate, sophisticated business reports.

Schedule & Compensation

• Location: Remote, Latin America
• Schedule: Full-time, Monday–Friday, 9:00 AM–5:00 PM U.S. Pacific Time
• Compensation: $1,800–$2,500 USD per month, depending on experience and demonstrated capabilities
• Engagement: Long-term independent contractor arrangement, subject to applicable local requirements
• Performance review: Initial review after 90 days, with opportunities for growth based on performance