Operations & Executive Assistant (S)
This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Operations & Executive Assistant (S) based in Brazil.
This is an operations-focused role for a proactive professional who enjoys bringing structure, clarity, and momentum to a fast-moving remote environment.
You will manage projects, workflows, documentation, CRM records, and recurring responsibilities while helping ensure nothing falls through the cracks.
Notion and AI tools will be central to your daily work, from organizing information and researching solutions to preparing documentation and streamlining processes.
You’ll work closely with a U.S.-based founder, taking meaningful ownership of operational priorities and executive follow-through.
The role requires strong judgment, initiative, and the ability to identify blockers and take practical action without waiting for detailed instructions.
You’ll have the opportunity to improve systems rather than simply follow an established administrative checklist.
This position is ideal for someone highly organized, resourceful, detail-oriented, and comfortable operating independently in a distributed team.
Accountabilities
Manage projects, tasks, owners, deadlines, dependencies, and recurring workflows using Notion.
Review overdue tasks, missing owners, unanswered requests, and stalled projects, proactively following up to keep work moving.
Turn unstructured requests and information into clear next actions, priorities, and concise operational updates.
Track risks, blockers, decisions, and outstanding actions, ensuring relevant stakeholders have the context they need.
Maintain Notion databases, CRM records, standard operating procedures, internal documentation, and Google Drive resources.
Use AI tools for research, information synthesis, documentation, meeting preparation, summaries, SOP creation, drafting, and routine operational support, while validating outputs before use.
Identify opportunities to simplify, automate, document, or improve recurring processes using Notion, AI, and more effective workflows.
Track executive commitments, approvals, decisions, and follow-ups, preparing agendas and converting meeting outcomes into assigned tasks and deadlines.
Coordinate contractor onboarding, system access, invoices, time tracking, subscriptions, renewals, and other administrative logistics.
Research vendors, tools, services, and operational questions and recommend practical, actionable next steps.
Support lightweight marketing operations when needed, including scheduling approved content and uploading website, email, or social media materials.
Help ensure recurring responsibilities and projects progress with minimal need for constant executive oversight.
Professional experience in operations, project coordination, executive support, or a similar operational role.
Hands-on experience with Notion, including databases, tasks, projects, templates, properties, views, and filters.
Professional experience using AI tools in daily workflows for research, synthesis, documentation, drafting, or operational support.
Experience managing multiple projects, deadlines, recurring responsibilities, and CRM or project-management systems.
Exceptional organization, prioritization, attention to detail, and follow-through.
Ability to independently investigate problems, identify practical solutions, and take appropriate action without constant supervision.
Strong written and spoken English suitable for professional communication with U.S.-based stakeholders.
Ability to work independently and reliably in a fully remote environment.
Strong judgment and adaptability when priorities change or information is incomplete.
Preferred experience includes supporting a founder, executive, or small professional-services business.
Experience reorganizing complex operational systems, maintaining SOPs, or improving recurring workflows is a plus.
Experience using AI to streamline administrative processes and recurring operational work is advantageous.
Familiarity with Google Workspace, Slack, Zoom, WordPress, or similar business tools is preferred.
Basic experience with marketing operations or content scheduling is a plus.
$1,800-$2,200 USD per month compensation.
Fully remote work from Latin America, including Brazil.
Full-time contractor position.
Meaningful overlap with U.S. Pacific Time business hours.
Direct exposure to a U.S.-based founder and significant autonomy over day-to-day operations.
Hands-on experience with Notion, AI tools, CRM systems, and operational automation.
Opportunity to improve and build operational systems rather than simply execute a fixed administrative checklist.
Professional-services environment with broad exposure to project coordination, process improvement, research, and executive support.
Opportunity to contribute directly to improving efficiency, organization, and execution across a lean distributed team.