Executive Assistant - US StartUp

Hey! We’re Scale Up, and our client is looking to hire an Executive Assistant

Type of Employment: Contractor (Long-term)

Work Modality: 100% Remote

Work Schedule: Full-time (~40 hours/week)

Time Zone: U.S. Eastern Time (approximately 8:30 AM – 5:00 PM ET)

Location: LATAM

About Our Client

Our client is a boutique U.S.-based professional services firm with a team of approximately 14 people. They leverage AI as a core part of their operations—particularly Claude—to streamline workflows, improve efficiency, and support a highly organized, technology-driven business.

They are looking for a proactive Executive Assistant who will become the operational backbone of the company, helping the firm's two partners stay focused on client work, strategic planning, and business development.

About The Role

This is not a traditional Executive Assistant position. AI tools—especially Claude—are central to the way the company operates, and you'll use them daily to support operations, manage systems, prepare client proposals, and ensure internal processes run smoothly.

You'll work closely with the firm's two partners, receiving daily direction while being expected to independently solve problems, improve processes, and keep operations running without constant supervision.

Key Responsibilities

Sales & Proposal Support

• Review Loom recordings from partner prospect meetings and extract key information.
• Update and maintain opportunities in HubSpot.
• Prepare first-draft proposals using the firm's packaged services and internal pricing tools.
• Join selected prospect and client meetings to take notes and gather context.
• Collaborate with the partners to revise and finalize proposals.
  
  

Systems & Operations

• Become the internal expert on Financial Cents, the firm's workflow, billing, and timekeeping platform (training provided).
• Audit and maintain recurring workflows (weekly, monthly, quarterly, and annual).
• Ensure every project includes budgets, assigned owners, and complete data.
• Monitor budgets and time tracking.
• Conduct budget reviews alongside the partners and communicate findings through Microsoft Teams or meetings.
  
  

AI & Process Automation

• Use Claude extensively for prompting, connectors/MCPs, and creating and maintaining reusable skill files.
• Continuously improve AI-driven workflows as internal processes evolve.
• Help organize company files and maintain naming conventions.
• Research and evaluate new AI tools available to the firm.
  
  

Executive Support

• Manage the partners' calendars, email, and communications, particularly while they're traveling or unavailable.
• Communicate professionally with clients via email, video calls, and occasionally by phone.
• Maintain the firm's high standard of client service and professionalism.
  
  

What We're Looking For

• Experience working in a professional services environment where time and expertise are the primary products (accounting experience is a strong plus; legal or marketing agencies are also highly relevant).
• Strong understanding of budgets, billable hours, deadlines, and operational processes.
• Highly tech-savvy with the ability to quickly learn new software and solve problems independently.
• Hands-on experience using AI tools; Claude experience strongly preferred.
• Excellent written and spoken English with polished, client-facing communication skills.
• Highly independent, resourceful, and capable of working with minimal supervision.
• Strong attention to detail and commitment to producing accurate, polished work.
• Proactive mindset with excellent organizational skills and a collaborative attitude.
  
  

Why Join Our Client?

• Join a small, collaborative team of approximately 14 professionals.
• Work in an AI-first environment where technology is integrated into daily operations.
• Enjoy a healthy work-life balance with a standard 8-hour workday and no expectation of regular overtime.
• Play a key role supporting leadership while helping improve systems and processes across the business.
• Work with modern tools including Claude, HubSpot, Microsoft Office 365, SharePoint, Microsoft Teams, Superhuman, Loom, and Financial Cents.
  
  

If this sounds like a fit, we’d love to hear from you. Apply now!