Sr. Executive Assistant & Operations Manager

Remote (LATAM)

Compensation: $1,800 – $2,200 USD/month

Job Summary:

Virtual Wizards is hiring a Sr. Executive Assistant & Operations Manager for a client.

This role plays a critical part in ensuring the smooth operation of the executive’s daily activities while overseeing key administrative, organizational, and operational functions. This position goes beyond traditional executive support — it requires someone highly experienced in workflow optimization, process improvement, and strategic coordination.

As a central figure in operations, this individual will manage high-level administrative functions, streamline executive workflows, oversee complex scheduling, organize files and documentation, and facilitate stakeholder communications.

The ideal candidate is a highly organized, tech-savvy problem solver who can take ownership of tasks and anticipate needs before they arise.

This is a fully remote role, but it requires a strong, engaged presence in daily operations, acting as a true operational partner to leadership.

Responsibilities:

1. Executive Support & Workflow Optimization

• Act as the executive’s right hand, ensuring priorities, meetings, and tasks are managed efficiently

• Manage email and calendar systems to keep daily operations organized

• Proactively anticipate needs and handle urgent matters with discretion

• Identify and implement process improvements across the organization

• Own task prioritization to maximize productivity

2. Email & Calendar Management

• Build and optimize email systems (folders, filters, automation)

• Prioritize and respond to communications effectively

• Manage calendars, including scheduling, deadlines, and events

• Provide strategic scheduling recommendations

• Coordinate meetings, reminders, and logistics

3. Document & File Organization

• Restructure and organize cloud-based file systems (Google Drive, OneDrive)

• Maintain naming conventions and version control

• Audit and clean up files regularly for clarity and accessibility

• Ensure cross-platform organization and accessibility

4. Expense & Budget Management

• Track expenses and organize receipts

• Assist with budget tracking and reporting

• Support financial organization for projects and initiatives

5. Contact Management & Stakeholder Communications

• Maintain and organize contact databases

• Draft communications and follow-ups

• Support stakeholder outreach and relationship management

• Prepare briefing notes for meetings

6. Project Coordination & Administrative Operations

• Manage projects from start to finish, ensuring deadlines are met

• Track tasks and ensure follow-through across teams

• Organize agendas, meeting notes, and action items

• Act as a liaison between leadership and stakeholders

7. Technology & Process Improvement

• Leverage tools like Google Workspace, Microsoft Office, ClickUp, and AI tools

• Identify opportunities for automation and efficiency

• Implement systems to reduce manual work

• Continuously improve workflows and processes

8. Ownership Mindset & Adaptability

• Take full ownership of responsibilities and outcomes

• Handle fast-paced and changing priorities effectively

• Maintain confidentiality and professionalism at all times

• Bring structure to a dynamic and evolving environment

Qualifications:

• 5+ years of experience as a Senior Executive Assistant or Operations Manager

• Proven experience managing email, calendar, and workflow systems from scratch

• Highly tech-savvy (Google Workspace, ClickUp, AI tools, etc.)

• Strong organizational and problem-solving skills

• Excellent written and verbal communication skills

• Experience handling multiple priorities independently

• Experience with expense tracking and basic financial processes

• Ability to work remotely while staying proactive and engaged

• High attention to detail and strong sense of ownership

Ideal Candidate:

• Thinks ahead and doesn’t wait for instructions

• Brings structure to chaos

• Communicates clearly and proactively

• Operates as a true extension of leadership