Operations & HubSpot Executive Assistant - 19547

Operations & HubSpot Executive Assistant

Role: Operations & HubSpot Executive Assistant
Priority Location: Latin America (Argentina, Brazil, Mexico, Colombia)
Working Hours: Full-Time (US Eastern/Central Time Zone overlap required)
Type of contract: Independent Contractor
Type of job: Remote
Salary: $1,800 - $2,500 / month

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

We are a premier global AI Advisory and strategic network engine that helps enterprises navigating highly regulated sectors such as healthcare and finance—cut through the noise of technological enablement. Operating at the intersection of cutting-edge technology and human connection, we serve as trusted advisors to boards and executive teams, linking them with world-class technology and ecosystem partners. We don't deliver traditional professional services; instead, we build high-leverage network ecosystems and proprietary applications that accelerate research, maximize confidence, and share life-of-customer revenue across our strategic referral networks.

We are scaling rapidly and looking for an autonomous, highly organized Operations & HubSpot Executive Assistant to serve as the critical "grease in the wheels" for our executive leadership team. The primary mission of this role is to keep our Chief Revenue Officer (CRO) highly productive, completely clear of administrative friction, and focused entirely on high-value calls and relationship building.

The computer shouldn't get in the way of revenue. You will step in as the tactical engine behind our daily workflows—ensuring seamless pipeline hygiene, keeping calendars flawlessly coordinated across global time zones, managing inbox workflows so absolutely nothing drops, and proactively pushing the leadership team to execute their next-step tasks.

• →Executive Pipeline & HubSpot Hygiene: Own the day-to-day data management in HubSpot (Marketing + Sales Hub). Translate LinkedIn connections into fully formed company and contact records, create and associate deals, and route them to the appropriate pipeline stages accurately.
• →Proactive Task Management: Monitor stale deals and outstanding document statuses (e.g., pending DocuSign agreements). Actively follow up with leadership to say, "You have an open task stuck for 10 days—here is exactly what needs to happen next."
• →Calendar & Global Demo Coordination: Ruthlessly manage executive calendars. Lead the scheduling of complex, multi-party demos involving international partners (e.g., US and India time zones), identifying specific blocks (e.g., Tuesday/Thursday morning windows) and managing invites seamlessly.
• →Inbox Monitoring & Routine Follow-up: Keep eyes on executive inboxes to ensure zero dropped communications. Conduct routine client success and partner follow-ups to bridge pipeline gaps when prospects haven't clicked automated links.
• →LinkedIn Sales Navigator Support: Assist leadership with targeted list building, candidate/prospect research, saving strategic searches, and organizing InMail prospecting outreach.
• →Content Execution & Engagement: Execute social media publishing and basic digital presence workflows (the leadership team creates the core content strategy; you drive the execution, posting, and routine engagement tracking).

• HubSpot Certified & Experienced: Deep, practical familiarity with HubSpot Sales & Marketing Hubs (record creation, deal association, and pipeline view navigation).
• LinkedIn Sales Navigator Proficient: Skilled in executing prospect list building, saved searches, and InMail management workflows.
• AI Tool Fluent: Highly comfortable leveraging Claude and ChatGPT to streamline daily operations, draft messages, and navigate AI-integrated software ecosystems.
• G-Suite Proficiency: Masterful execution of Google Calendar, Docs, and Drive organization.
• English Fluency: C1+ native or near-native professional English fluency (excellent verbal and written communication skills are non-negotiable for partner interactions).

• Autonomous Self-Starter: Possesses the ability to "read between the lines," interpret high-level directions from busy executives, and convert them into organized actions without needing hand-holding.
• Ruthless Attention to Detail: An administrative gatekeeper who hates seeing messy data fields, missing contacts, or unchecked tasks.
• High Emotional Intelligence (EQ): Phone-capable and highly professional. Comfortable acting as a seamless external extension of the executive team.
• Adaptable & Globally Minded: Comfortable navigating cross-cultural dynamics and fluid schedules across international time zones.

1. Zero CRM Leakage: 100% of executive LinkedIn connections and warm leads are properly logged as companies, contacts, and active deals in HubSpot within 24 hours.
2. Pipeline Velocity Tracking: Reduced average "stale deal" time by proactively identifying bottlenecks and keeping executive task lists under 5 open items.
3. Flawless Demo Coordination: 100% accuracy in scheduling multi-timezone appointments with external tech and referral partners, with zero calendar overlaps or missed context blocks.
4. Communication Responsiveness: 100% email and follow-up dispatch rate maintained within a defined 4-to-8 business hour window, completely clearing administrative clutter out of the CRO's day.