Financial and Administrative Assistant

Administrative Assistant (Executive & Finance Support) Location: Remote – Latin America Employment Type: Full-Time Compensation: $1400-$1700 per month, depending on experience Schedule: Flexible, with required overlap during UK and US Eastern business hours About the Opportunity: We are hiring on behalf of a fast-growing international technology company seeking an experienced, proactive, and highly organized Administrative Assistant to support its senior leadership team. This is a trusted, hands-on role supporting two senior leaders, with additional communications support for a third. The ideal candidate is comfortable managing executive schedules, coordinating financial administration, handling confidential information, and ensuring important tasks and follow-ups are completed without constant supervision. We are looking for someone who takes ownership, anticipates problems, exercises sound judgment, and thrives in a fast-paced, international environment. Key Responsibilities 1. Financial Administration & Invoicing Prepare, send, and track client and supplier invoices. Follow up professionally on outstanding payments. Maintain accurate records of invoices, receipts, expenses, and financial documentation. Process expense claims and monitor subscriptions and renewals. Coordinate financial records with accountants and the finance team. Identify and flag discrepancies, duplicate charges, or missing information. 2. Executive & Administrative Support Manage complex calendars, appointments, and meetings across international time zones. Coordinate internal and external meetings, agendas, reminders, and follow-ups. Manage incoming requests, prioritize communications, and protect executives' time. Draft and send professional emails and messages on behalf of senior leaders. Prepare executive briefings, organize documents, and track action items. Handle confidential personal and business-related administrative requests with discretion. 3. Travel, Events & Client Coordination Arrange business travel, accommodation, transportation, and event logistics. Maintain accurate shared calendars, contact databases, and trackers. Assist in preparing weekly client updates, reports, and meeting recaps. Schedule client meetings, take notes, and monitor action items and deadlines. Organize contracts, tender documentation, and other client-related records. Facilitate Spanish-English communication through written correspondence and calls. 4. Communications Support Transcribe and summarize meetings, calls, and voice notes. Proofread communications materials and maintain contact lists. Coordinate post-event communications and follow-ups. Requirements: 2+ years of professional experience as an Administrative Assistant, Executive Assistant, Office Manager, or in a comparable role. Proven experience supporting busy professionals or senior leaders, preferably in fast-paced or international organizations. Hands-on experience with invoicing, expense tracking, and basic bookkeeping. Fluent or native-level Spanish communication skills, both written and spoken. Good working proficiency in English. Strong proficiency in Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive. Familiarity with business communication platforms such as Slack, Microsoft Teams, Telegram, or similar tools. Excellent organizational, multitasking, and prioritization skills. Demonstrated discretion when handling confidential and sensitive information. Ability to work independently, anticipate needs, and proactively follow through on responsibilities. Reliable internet connection and a quiet, professional remote workspace. Availability to work with meaningful overlap during UK and US Eastern business hours, with occasional flexibility for urgent requests, travel, or events. Preferred Qualifications: Previous experience working in a technology company or startup. 2+ years of experience directly supporting CEOs, founders, or senior executives, including personal administrative responsibilities. Familiarity with Xero, QuickBooks, or similar accounting and invoicing platforms. Experience using AI and productivity tools such as ChatGPT, Claude, Gemini, Canva, or SharePoint. Experience coordinating business travel, meetings, and events.

What We Offer

Competitive monthly compensation of up to $1,700 USD, depending on experience. Fully remote work arrangement. Opportunity to work closely with senior leaders of a growing international company. Collaborative, inclusive, and remote-first work environment. A high-trust role with meaningful ownership and opportunities for professional growth.