[Hiring] Virtual Administrative Assistant @EX Squared LATAM

Role Description

The Virtual / Administrative Assistant will serve as the operational backbone of our client's day-to-day business. Working directly with the Founder & CEO, this role ensures that communications, scheduling, client follow-ups, and internal workflows run without friction.

This is a high-visibility, cross-functional role ideal for someone who thrives in a fast-moving startup environment, takes ownership without being asked, and is comfortable learning new tools quickly. GoHighLevel CRM experience is mandatory, as it serves as the central operating system across the entire team and client base.

Location: Fully remote position within LATAM.

Contract Duration: Long-term

Language Requirement: Advanced English.

What you'll do

• Manage the CEO's inbox: filter, prioritize, draft routine responses, and ensure timely follow-up on all pending communications.
• Coordinate and schedule meetings, calls, and calendar events across multiple time zones.
• Track and follow up on internal and external deliverables — clients, subcontractors, vendors, and partners.
• Support invoicing operations: generate invoices, track payment statuses, and record transactions in the system.
• Maintain and update GoHighLevel CRM records — contacts, pipelines, deals, and task assignments.
• Prepare documents, decks, and basic reports as requested by the CEO or project team.
• Research and compile information (vendors, pricing, tools, content) to support business decisions.
• Coordinate routine client communications: confirmations, reminders, and status updates.
• Support onboarding of new clients by organizing intake materials and scheduling kick-off touchpoints.
• Handle ad-hoc administrative tasks aligned with CEO priorities and business needs.

Qualifications

• CRM & Operations: Hands-on experience with GoHighLevel is mandatory — contact management, pipeline updates, and task tracking.
• Communication: Fluent English (written and verbal, B2/C1+) — daily communication with client, contacts, and vendors in Canada.
• Productivity Suite: Proficient in Google Workspace: Gmail, Calendar, Docs, Sheets, and Drive.
• Organization: Demonstrated ability to manage multiple priorities and deadlines without losing detail.
• Administrative Skills: Experience with scheduling, inbox management, invoicing support, and document preparation.
• Discretion: Ability to handle confidential client and business information with professionalism.
• Experience: 2+ years in a virtual assistant, administrative coordinator, or executive support role.

Performance Competencies

• Exceptional follow-through: nothing falls through the cracks, and status is communicated proactively.
• Strong written communication — clear, professional, and concise in both internal and client-facing messages.
• Highly organized with a systematic approach to managing tasks, files, and information.
• Discretion and trustworthiness when handling sensitive business and client information.
• Proactive mindset — anticipates needs, flags issues early, and moves without waiting to be asked.
• Quick learner and adaptable to new tools, workflows, and evolving priorities in a startup environment.

What will make you stand out

• Prior experience supporting founders, executives, or agency leadership in a remote setting.
• Familiarity with project management tools such as Asana, ClickUp, Notion, or Monday.com.
• Basic experience with invoicing, billing systems, or light bookkeeping.
• Exposure to digital marketing agency workflows (client projects, creative briefs, campaign timelines).
• Working knowledge of Canva or similar tools for basic document and presentation formatting.
• Experience signing and managing NDAs or client confidentiality agreements.

Benefits

• Competitive compensation in USD.
• Access to learning platforms and professional development opportunities.
• Flexible work environment.
• Collaborative and multicultural teams.

Eligibility Note

This opportunity is only available to candidates currently residing in Latin America or Brazil. Applications outside these regions will not be considered.

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