Senior Executive Administrator - KC0312
Senior Executive Administrator 📍 Remote — Latin America only 💰 $1,000/month | Independent Contractor 🕒 Full-time, 40 hrs/week | Core hours GMT-4, with reasonable flexibility ABOUT THIS ROLE
- This is a Chief of Staff role in practice — not just an executive support position. You will be the operational right hand of a fast-scaling beauty brand CEO: the person who keeps the business moving, the team accountable, and the CEO's time protected.
- You won't just follow instructions. You'll anticipate needs, build systems, and make sure nothing falls through the cracks — before anyone has to ask.
- If you're a strong communicator who thrives in fast-moving environments and takes pride in quiet, consistent execution — this role was built for you.
ABOUT THE COMPANY A manufacturer and brand builder of innovative beauty products, focused on bringing Korean Beauty to international markets. The company is growing fast — decisions move quickly, priorities shift, and the person in this role needs to move with them. WHAT YOU'LL OWN Chief of Staff Responsibilities — Act as the primary liaison between the CEO and the leadership team. — Translate executive decisions into clear action items and ensure the team follows through. — Keep cross-functional priorities aligned without requiring constant CEO involvement. — Maintain a live task tracker for the CEO and broader team — own it, update it daily. Calendar & Schedule — Full ownership of the CEO's calendar. You protect it, optimize it, and make sure he walks into every meeting prepared. — Proactively resolve scheduling conflicts, handle travel logistics, and prepare meeting briefs. Inbox & Communication — Monitor and triage the CEO's Gmail in real time, especially on high-meeting days. — Draft and send responses on his behalf — matching his tone, using good judgment. — Flag urgent items immediately: buyer emails, partner responses, time-sensitive decisions. Team Accountability — Chase down blockers yourself. If you need a login, a file, or an answer — you get it. — You are the reason deadlines don't slide silently. Daily End-of-Day Report (Non-Negotiable) — Every workday: what got done, what's pending, blockers, and tomorrow's plan. — This is the baseline of the role. Not optional. Systems & Process — Identify inefficiencies before they become problems. — Propose and implement SOPs and workflows — without being asked. — You build structure. You don't wait for it. Operations Management & Process Building — Identify inefficiencies and fix them before they become problems — Design, document, and implement SOPs across key business functions — Build and optimize workflows to improve speed, clarity, and accountability — Introduce structure where there is none — and continuously improve it Automation & AI Enablement — Use tools like ChatGPT, Notion AI, Zapier, or similar to automate repetitive tasks — Create AI-powered workflows for reporting, communication, and task tracking — Reduce manual work by building scalable systems — Continuously look for ways to make operations leaner and smarter WHO YOU ARE
- You have 3+ years of direct experience as a Chief of Staff, Senior EA, or Executive Administrator supporting a CEO, founder, or C-level executive in a startup or high-growth environment.
- You are a clear, consistent communicator. You keep people informed — not because you're asked to, but because you understand it's part of the job.
- You manage up. You anticipate what the CEO needs before he asks, and you make it happen.
- You stay composed under pressure. When things get chaotic — and they will — you're the steadying force, not an additional variable.
- You write professionally in English. You can draft an email on behalf of the CEO to a U.S. buyer and it reads exactly as it should — clear, direct, and professional.
- You are familiar with U.S. business culture and can represent the CEO confidently in external communications.
- You are located in Latin America with a reliable internet connection and a professional home setup.
NICE TO HAVE — Familiarity with AI tools (ChatGPT, Notion AI, or similar) to streamline tasks — a plus, not a requirement. — Experience with Google Workspace (Gmail, Calendar, Docs, Sheets) and project management tools (Asana, Notion, ClickUp, or similar). — Prior experience supporting a first-time CEO or founder who was new to working with dedicated executive support. WORKING HOURS & AVAILABILITY Core hours are Monday–Friday, 9am–6pm GMT-4. The CEO may occasionally reach out outside of those hours — this is the exception, not the rule, and you're someone who Apply To This Job