Operations Executive Assistant

We're hiring: Executive Operations Assistant | 100% Remote
Arvenda is a staffing company connecting top LATAM talent with U.S.-based clients. We are recruiting an experienced Executive Operations Coordinator.
This role supports two founder clients across executive administration and business operations — managing inboxes, calendars, proposals, procurement, and invoicing — working closely with the Founder and the Virtual Chief of Staff Associate.
This is a role for someone who manages complexity without losing detail, writes polished communications that go to clients with minimal editing, and treats confidential information with complete discretion.
Schedule: Full-time · Remote
What you'll do
Executive Administration
Manage client inboxes — triage, organize, draft routine responses, and flag time-sensitive items
Manage client calendars — scheduling, rescheduling, conflict resolution, and meeting preparation
Maintain client task lists and reminders so commitments and follow-ups are never missed
Business Operations
Develop client proposals — assembling content, formatting documents, tracking revisions, and preparing final versions for approval
Support procurement — requesting quotes, comparing vendors, placing orders, and tracking deliveries
Prepare and send invoices, track payment status, and follow up on outstanding balances
Coordination & Communication
Coordinate deadlines and deliverables across both clients so priorities are sequenced, not competing
Provide clear, timely internal updates to the Founder and Virtual Chief of Staff
Handle all confidential client and financial information with complete discretion
What we're looking for
4+ years of experience in executive support, operations, or business administration
Direct experience supporting senior executives or founders — calendars, communications, and priorities
Hands-on experience with at least one of: proposal preparation, purchasing/procurement, or invoicing/AR
Fluent English — written and spoken, with a calm, professional register suited to senior leaders — required
Strong written communication — you draft polished emails and documents that go to clients with minimal editing
Proficient in Microsoft Word, Google Docs, Google Workspace, and Microsoft 365
Comfortable with invoicing tools such as QuickBooks or FreshBooks
Experience with a project management platform such as Notion or Asana
Strong judgment — you know what to handle independently and what to escalate
Reliable and remote-ready across time zones
How to apply
Send your English CV to isabella@arvenda.com with the subject line "Executive Operations Coordinator – [Your Name]". Applications without an English CV will not be considered.
Learn more about Arvenda: Arvenda LLC on LinkedIn · www.arvenda.com
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Work arrangement
Yes