Executive Assistant / Operations & Project Coordinator | WFH

Work-From-Home (CS Everywhere) - A work setup with unlimited access to the office and combined the flexibility and cost savings that comes with working from world-class offices.

We are seeking a highly organized, tech-savvy, and proactive Executive Assistant & Operations/Project Coordinator to support a fast-paced Principal/Business Owner.

The Principalis an active, vision-driven dealmaker and high-level strategist who focuses on driving growth, client relationships, and business development. The ideal candidate will serve as the Principal’sadministrative and organizational engine-taking verbal directives, raw ideas, business contact lists, and incoming requests, and converting them into structured workflows, scheduled meetings, organized files, and tracked project milestones.

Key Responsibilities

1. Executive & Administrative Support

• Calendar & Schedule Management:Maintain, optimize, and protect the Principal’sdaily schedule; coordinate external and internal meetings across time zones.
• Communications & Follow-ups:Draft, review, and organize business emails, memos, and client follow-ups based on the Principal'sdictation, notes, or brief verbal instructions.
• Contact & Lead Management:Organize contact lists, phone numbers, and business leads intostructured tracking systems or CRM software.
• Document & Presentation Preparation:Clean up, format, and structure notes, outlines, contracts, and proposals into polished, professional documents.

2. Microsoft 365 & SharePoint Administration

• SharePoint & Cloud Architecture:Design, organize, and maintain a structured folder/document hierarchy in Microsoft SharePoint and OneDrive so information is easy to store and retrieve.
• Microsoft 365 Operations:Leverage the full M365 suite (Outlook, Teams, OneNote, Planner/To-Do, Word, Excel) to keep business workflows running seamlessly.
• Document Management:Maintain standard file-naming conventions, version control, and access permissions across company files.

3. Project Coordination & Operational Tracking

• Task & Action Item Tracking:Capture action items from meetings/calls and track them through completion; follow up with partners, vendors, contractors, or clients on pending deliverables.
• Workflow & Process Organization:Transform loose notes, audio notes, or visual sketches into structured step-by-step project plans and checklists.
• Cross-Functional Coordination:Serve as a liaison between the Principal, team members, contractors, and external partners to ensure projects move forward on timeline.

Qualifications

• Proven Experience:3+ years in an Executive Assistant, Operations Coordinator, or Project Manager role supporting business executives, real estate developers, contractors, or entrepreneurs.
• Microsoft 365 Mastery:High proficiency in Microsoft SharePoint, Teams, Outlook, OneNote, Word, Excel, and Microsoft Planner/Tasks.
• Strong Administrative & Organizational Skills:Exceptional ability to create structure out of high-level or fast-moving information.
• Excellent Written & Verbal Communication:Strong grammar, editing, and drafting skills to represent the Principalprofessionally in written correspondence.
• Proactive Problem Solver:Self-starter with high emotional intelligence (EQ) who anticipates needs, prioritizes effectively, and works well independently.
• Tech-Savvy & Adaptive:Familiarity with AI productivity tools (e.g., Microsoft Copilot, dictation software, automated transcription tools) and CRM/accounting platforms (e.g., QuickBooks Online) is a strong plus.

Ideal Candidate Profile / Work Style

• Detail-Oriented Integrator:Excellent at managing logistics, details, and follow-through so the Principalcan stay focused on high-level closing and strategy.
• Adaptable Communicator:Comfortable receiving instructions via voice notes, bullet points, or quick phone syncs, and translating them into clear written plans.
• Dependable & Trustworthy:Handles confidential business, financial, and client information with absolute discretion.

Perks and benefits

Comprehensive Legal Benefits

As part of your contract, we ensure all legally mandated benefits are covered-because your well-being is our priority! Here's what you can count on:

Health Insurance (EPS)

Pension Coverage

Severance Pay (Cesantías)

Family Compensation Fund (CCF)

Occupational Risk Insurance (ARL)

Exclusive Perks That Go Beyond

We believe in giving more than just the basics. With us, you’ll enjoy:

Premium Health Insurance (Prepagada)

Life Insurance, starting from your 16th day with us.

Flexible Work Setup options-Hybrid, On-site, or Remote. (This can change according to the role you are applying to)

Access to the CloudStaff Dream Points Program.

Exciting Growth Opportunities to fuel your career aspirations