Executive Assistant: Project Coordinator — EA

EA
- Business Support & Project Coordination

Remote (LATAM-based) | Full-time | US business hours

EA
- Business Support & Project Coordination

Remote (LATAM-based) | Full-time | US business hours

We're hiring full-time Executive Assistants to support US-based principals. The work varies by placement, and where you land is decided through the interview process based on where you fit best — apply once and we'll work out the right match together.

This is not a role where the work arrives pre-defined. You'll be handed a goal — sometimes a clear one, often a vague one — and asked to figure out what needs to happen: who to contact, what the process is, what the options are. You bring back a pathway, not just a status update.

Research and initiative are the starting point of almost everything. Full training is provided on each principal's systems and context. Judgment, follow-through, and communication are the parts we can't teach.

• LATAM-based, working from home
• Full-time, aligned to US business hours. Exact schedule is confirmed at placement — one role runs a compressed four-day week on US Eastern time, the other a standard week on US Pacific time.
• Reliable overlap with your principal's working day is essential. This is not an asynchronous role.

Placement is decided during interviews. You don't choose upfront.

• Own calendar and cadence across multiple concurrent work streams
• Keep deadlines and deliverables from slipping — chase, remind, escal...
• Support an active search pipeline: scheduling, candidate check-ins, intake and database organisation
• Run light check-ins across a distributed team and surface blockers before they become problems

• Research unfamiliar topics from a standing start and map out the first steps
• Contact agencies, vendors, and institutions directly to get answers that aren't published anywhere
• Coordinate personal and family logistics: documentation, travel, healthcare, property and insurance admin
• Turn a two-line request into organised options with timelines, costs, and a recommendation

Regardless of placement, the following sits at the centre of the role:

• Take vague or open-ended requests and return clear next steps, options, and timelines
• Communicate proactively — status, blockers, and revised ETAs surfaced before you're asked
• Pick up the phone or send the email to a stranger when that's what gets the answer
• Keep work trackable and findable, so nothing depends on memory
• Flag what you don't know early, with a plan to close the gap

Independent judgment is the requirement. You need to be someone who takes limited context, forms a sensible view of what's being asked, and moves — checking in when genuinely stuck, not at every fork.

• 3+ years supporting an executive, principal, or business owner, ideally in unstructured environments
• Clear, professional written English. You'll be writing directly to clients, vendors, and institutions. Your resume must be in English.
• Strong research instincts — you find accurate, actionable information and organise it so it can be acted on
• The habit of asking and confirming instead of assuming
• Honesty about limits. "I don't know this yet, here's how I'll find out" is a good answer. Silence is not.
• Notion experience is a strong preference for both roles. Both principals run their work out of it, so hands-on familiarity puts you well ahead.
• Comfort switching between unrelated tasks in a single day
• Discretion with sensitive personal and business information
• Comfort with camera-on video calls as a normal part of the working day

• A computer that runs Google Workspace alongside several browser-based systems without slowing down
• Stable home internet, with a backup connection
• A working webcam and headset — video calls are camera-on

• Todoist, Dropbox, or similar organisation and task tools
• Experience coordinating with US-based vendors, agencies, or government offices
• Background in recruitment, executive search, or candidate coordination
• Comfort in spreadsheets beyond the basics

Shortlisted candidates complete a short assessment: a timed research and pathway-building exercise, plus a live written communication task.