Rock Star Executive Admin Assistant

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About nurtureBEAST

nurtureBEAST is a fast-growing SaaS company that helps business owners automate their marketing, sales, and follow-up processes effortlessly with AI and automation. We empower professionals to stay top of mind with their clients, save time, and grow their business efficiently.

We are looking for a highly organized, proactive, and detail-oriented Administrative & Operations Assistant to help manage tasks, streamline operations, and support the CEO directly. If you are someone who thrives in a fast-paced environment and takes ownership of tasks with precision, this role is for you. This is a fully remote position, with a preference for candidates based in Latin America due to time zone alignment with the U.S.

What We're Looking For

Our CEO is looking for an efficient, self-motivated assistant to handle administrative, operational, and project management tasks. The ideal candidate will play a key role in organizing workflows, keeping things on track, and ensuring smooth operations.

You will handle day-to-day administrative tasks, project coordination, client communications, and internal operations, allowing the CEO to focus on business growth and strategy. As part of a small, dynamic team, you’ll be expected to be highly accountable, communicate effectively, and execute tasks with precision. This role is perfect for someone who enjoys working independently, managing multiple tasks, and contributing to the success of a growing company.

Responsibilities

Project Management & Operations:

1. Manage tasks, deadlines, and workflows using ClickUp (or other project management tools).

2. Track and follow up on pending items with the CEO, team, and clients.

3. Organize documents, SOPs, and internal processes to improve efficiency.

4. Ensure smooth daily operations and remove bottlenecks for the CEO.

Client & Sales Support:

1. Manage client email communications after the CEO’s initial outreach.

2. Organize and schedule client calls, ensuring smooth coordination.

3. Provide clients with necessary onboarding materials, agreements, and documentation.

4. Track follow-ups and engagement to maintain a strong client experience.

Finance & Invoicing:

1. Create and send invoices to clients, ensuring timely payments.

2. Track payments and follow up on outstanding balances.

3. Maintain financial records in spreadsheets and assist with basic bookkeeping tasks.

Research & Reporting:

1. Conduct market and client research to identify new opportunities.

2. Update and maintain dashboards to track sales, referrals, and operations.

3. Provide insights and reports on workflow efficiency and key metrics.

Administrative & Executive Support:

1. Manage the CEO’s calendar, emails, and to-do list, prioritizing urgent matters.

2. Assist in creating and updating SOPs for company operations.

3. Coordinate with other tea ---------- mbers and external vendors as needed.

4. Handle additional operational and administrative support as required.

Requirements

Exceptional attention to detail – ensures accuracy in all tasks, from emails to invoices.

Proactive and highly responsive – executes tasks efficiently and anticipates next steps.

Strong written and verbal English communication skills – able to draft clear, professional emails.

Highly organized and structured – able to manage multiple projects and deadlines without missing a beat.

Strong problem-solving skills – figures things out independently and takes initiative.

Experience with project management tools (ClickUp, Trello, ---------- , or Asana).

Tech-savvy and quick learner – comfortable working with new tools and software.

Experience in client-facing roles – comfortable managing customer interactions professionally.

Ability to work in a fast-paced, entrepreneurial environment with minimal supervision.

Preferred Qualifications

Experience with CRM platforms (GoHighLevel, HubSpot, or similar).

Background in operations, executive assistance, or project management.

Familiarity with invoicing tools, payment tracking, or basic bookkeeping.

Benefits

Fully remote role – work from anywhere in Latin America.

Flexible working environment – structured around U.S. Central Time (CST).

Career growth opportunities – potential to expand into an operations manager role.

Competitive compensation based on experience.

Opportunity to work closely with the CEO in a growing SaaS company.

If you are an organized, proactive, and detail-driven professional looking to grow with an exciting business, we want to hear from you!