Executive Assistant

Job Title: Executive Assistant (Retail Operations)
Location: Remote – Latin America Preferred
Type of Contract: Contractor | Remote
Salary Range: Market Rates
Language Requirements: Advanced English (Written & Verbal)

We are seeking a skilled Executive Assistant with experience supporting business leaders in fast-paced retail, operations, or multi-location environments to join our growing team. You will play a key role in managing executive priorities, coordinating cross-functional operations, and ensuring seamless communication across multiple boutique locations. Your work will directly impact operational efficiency, organizational effectiveness, and the company's ability to scale successfully.

Key Responsibilities

• Manage executive calendars, appointments, scheduling, and daily priorities for leadership.
• Coordinate meetings, track action items, and ensure timely follow-up on key initiatives.
• Assist with email management, communications, and correspondence on behalf of leadership.
• Support administrative and operational activities across four boutique store locations.
• Facilitate communication between leadership, store teams, vendors, and external partners.
• Create, document, and maintain standard operating procedures (SOPs), workflows, and operational processes.
• Maintain reports, dashboards, spreadsheets, inventory tracking, and business records using Google Workspace, Microsoft Office, and Monday.com.

Must-Have Qualifications

• Previous experience as an Executive Assistant, Operations Coordinator, Administrative Manager, or in a similar support role.
• Exceptional organizational, multitasking, and time management skills.
• Strong written and verbal communication skills in English.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• High attention to detail with strong follow-through and accountability.
• Experience working independently with minimal supervision.
• Proficiency with Google Workspace and/or Microsoft Office Suite.
• Experience using project management platforms, preferably Monday.com.

Preferred Qualifications

• Experience supporting retail, fashion, boutique, or multi-location businesses.
• Familiarity with inventory coordination, reporting, and operational process improvement.
• Experience assisting with recruiting coordination and employee onboarding administration.
• Demonstrated ability to build systems, streamline workflows, and improve operational efficiency.
• Experience working directly with founders, executives, or senior leadership teams.

Success in This Role

Within the first 90 days, the successful candidate will:

• Establish an organized and efficient executive calendar and inbox management system.
• Improve communication and coordination between store locations and leadership.
• Ensure operational projects and administrative tasks are tracked and completed on time.
• Create and document key processes and SOPs to improve consistency across the business.
• Enable leadership to spend more time focused on growth initiatives and strategic priorities.