About Us
At Near, we help top talent in Latin America find remote roles with US companies. Our mission is to create better lives by fostering a remote work culture that transcends borders.
About Us
At Near, we help top talent in Latin America find remote roles with US companies. Our mission is to create better lives by fostering a remote work culture that transcends borders.
About the Company
Our client is a U.S.-based digital marketing agency helping healthcare brands grow through strategic marketing and sales.
As the agency continues to grow, they are looking for a highly organized and proactive professional to join their remote team and take ownership of day-to-day administrative and operational tasks, so they can focus on high-level strategy, sales, and growth.
About the Role
We are looking for an Executive Assistant to support the agency’s co-founders with calendar and inbox management, sales pipeline follow-up, client deadline tracking, and operational and financial organization. You’ll have direct access to their calendars, email, sales systems, and internal workflows.
This role combines executive support, sales operations, and administrative organization. The ideal candidate thrives in a fast-paced agency environment, communicates clearly and confidently in writing, and is comfortable working inside structured systems such as a CRM, project trackers, and proposal templates.
We’re looking for someone who takes ownership without needing to be chased or reminded, anticipates needs before they come up, and actively looks for ways to take tasks off the founders’ plates. A positive, solution-oriented attitude is key: no drama, just momentum.
Key Responsibilities
- Fully manage and protect the founders’ calendars across business and personal commitments, with a strong focus on sales and networking meetings.
- Confirm all bookings and make sure every meeting has a clear agenda and context.
- Coordinate travel, personal appointments, and business events with foresight.
- Own the inbox: filter, organize, and surface only what needs the founders’ attention.
- Ghostwrite clear, timely email responses in the founder’s tone and voice, with help from a custom AI assistant built for this purpose.
- Monitor Slack to track client deadlines, invoice follow-ups, and open action items.
- Create and update leads in the CRM (Attio), move opportunities through the pipeline, and keep track of where every opportunity stands.
- Draft and send proposals using existing templates and systems.
- Send follow-up messages to re-engage leads and get booked calls back on the calendar.
- Create invoices, track payments and outstanding balances, and keep sales and opportunity tracking up to date.
- Provide regular snapshot summaries so nothing falls through the cracks.
- Support additional administrative and operational tasks as needed.
Requirements
- 2–5 years of experience as an Executive Assistant, Virtual Assistant, or in a similar administrative support role.
- Excellent written and verbal English, with the ability to draft emails and follow-ups that match another person’s tone and voice. Clear and effective communication is essential; accents are welcome.
- Strong experience managing calendars, inboxes, and scheduling across multiple priorities.
- Highly organized and detail-oriented, with a strong track record of following through so nothing slips.
- Proactive and fast-moving, able to anticipate needs and take initiative without waiting for direction.
- Comfortable working inside structured systems such as CRMs, project trackers, and proposal templates.
- Positive, optimistic, and solution-oriented attitude.
- Availability to work during US Pacific Time (PT) business hours.
- Comfortable learning new software and working with digital tools, including AI tools.
Nice to Have
- Experience working at or supporting a digital marketing agency, SaaS company, or similar fast-paced environment.
- Experience supporting founders, CEOs, or business owners directly.
- Experience with sales pipelines, lead follow-up, or sales operations.
- Experience with invoicing, payment tracking, or basic bookkeeping.
- Familiarity with Attio or other CRMs (HubSpot, Salesforce, Pipedrive).
Tools & Systems
- Attio: CRM for lead and pipeline management (training provided).
- Slack: Internal and client communication, deadline and invoice tracking.
- Email & Calendar Tools: Inbox management and scheduling.
- Custom AI Assistant (ChatGPT-based): Used to draft emails in the founder’s voice.
Compensation & Benefits
- Competitive monthly compensation in USD.
- 100% remote opportunity for professionals based in Latin America.
- Full-time position.
- Paid time off (PTO).
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