Assistant to Vice President

WorkBetterNow provides full-time positions for professionals in LATAM looking to work with United States-based companies. Our remote professionals come first and are the most important part of our team. If you want to be part of a company that values work-life balance and supports your professional development, you're in the right place. Benefits Work-Life Balance 100% remote work — enjoy the comfort and flexibility of working from home 18 paid vacation days + U.S. federal holidays Paid maternity/paternity leave (up to 2 months with 50% salary coverage after 1 year) Career Support A dedicated Talent Coordinator who serves as your guide and liaison between you, WorkBetterNow, and your assigned company—helping you navigate your role and continue growing professionally. A supportive, people-first environment where your voice matters. Our Core Values Put our Talent first Pursuit of excellence/continuous learning Integrity and transparency Ownership mentality Pursuit of growth Excellent attitude Job Description: We seek a proactive, highly organized Executive Administrative Assistant to support our Co-Owner and Visionary. You will orchestrate a complex calendar; manage high-stakes communications; coordinate travel, events, and vendor relationships; and ensure flawless execution across the executive's portfolio (investments, books, podcasts, speaking engagements). Calendar and scheduling Manage a high-volume, dynamic, cross-time-zone calendar; prevent conflicts and sequence priorities. Coordinate calls, meetings, meals, and events with clear briefs, objectives, locations/links, materials, and attendee confirmations. Build buffer times, travel time, and preparation windows; maintain an executive "run of show." Confirm attendees, locations/links, objectives, and outcomes. Communications and follow-through Serve as liaison to internal/external stakeholders; draft and triage emails/messages in the executive voice. Capture decisions, action items, and deadlines; ensure timely follow-up and closure. Maintain professional, brand-aligned communication loops that enhance relationships. Travel and logistics Plan end-to-end domestic and international travel: flights, hotels, ground transport, dining, visas, and contingency plans. Create detailed itineraries and digital packets; monitor changes and re-accommodations. Finance and operations support Process bills, invoices, reimbursements, and expenses; liaise with accounting/finance and vendors. Support light bookkeeping and documentation for audits and tax prep as needed. Multi-business and project coordination Coordinate across the executive's portfolio (investments, books, podcasts, speaking engagements, and other ventures). Manage vendor/partner relationships, contracts, deliverables, and timelines. Support content scheduling, outreach, and logistics for media, publishing, and events. Information and knowledge management Maintain organized files, contacts, and knowledge bases; ensure information is current, searchable, and secure. Build Standard Operating Procedures (SOP) and checklists to streamline repeatable processes; propose improvements proactively. Confidentiality and risk management Handle sensitive information with absolute discretion; manage access, permissions, and privacy. Anticipate risks (schedule bottlenecks, travel disruptions, reputational exposures) and propose mitigations. Qualifications: 3+ years of experience supporting C-level or high-profile executives in fast-paced environments. Demonstrated excellence in complex calendar operations, high-stakes communications, and global travel. Exceptional written and verbal communication; ability to write clearly, concisely, and in an executive voice. Strong business judgment, discretion, and professionalism with VIP stakeholders. Demonstrated ability to anticipate needs, solve problems quickly, and operate with minimal guidance. High proficiency with productivity, CRM, finance, and automation tools; eager to learn and implement new systems. Experience coordinating across multiple businesses, media projects, and external partners. Additional Requirements: Availability for time-sensitive requests; ability to support across time zones. Meticulous attention to detail, organization, and follow-through; zero-defect mindset. Ability to manage multiple priorities and deadlines while maintaining calm and clarity. Strong financial acumen for invoices, expenses, and vendor management. Bachelor's degree or equivalent experience preferred.* Tools and platforms (preferred experience) Productivity and collaboration: Microsoft 365 and Zoom. Project/knowledge: ClickUp. Scheduling and email: Calendly or similar for email triage. CRM and relationships: HubSpot. Finance and contracts: QuickBooks; DocuSign. Travel: Tripadvisor; airline/hotel status programs.* Media and content: SquadCast; Descript; Libsyn; Canva or Adobe Express. Automation and AI: Zapier; AI assistants (ChatGPT, Microsoft Copilot, Google Workspace Duet); Otter.ai/Fireflies.ai/Fathom for meetings; Scribe or Tango for SOP capture. Security: 1Password; OneDrive permissions and data privacy practices. Success metrics (examples) Calendar accuracy and conflict-free execution; on-time starts and prepared participants. Executive time leverage: increased focus hours, reduced context switching, high-value meeting mix. Service Level Agreement (SLA) adherence: response and turnaround times for internal/external stakeholders. On-time, error-free payment processing and expense reconciliation. Stakeholder satisfaction scores/feedback; repeat invitations for speaking/media. SOP coverage and continuous process improvements implemented. Technical Requirements Processor: Intel 11th Gen (or equivalent AMD Ryzen 5000 series) for Windows users and M2 for Macs RAM: 16 GB minimum 25 - 50 Mbps Internet Speed (Min) Note: To see the full job description, technical qualifications, and details on the application process, please click 'Apply' below. Openings for: Argentina Bolivia Brazil Belize Chile Ecuador Colombia El Salvador Guatemala Nicaragua Dominican Republic Trinidad & Tobago Honduras Mexico Panama Peru Jamaica Paraguay Uruguay Santa Lucia Guyana