Senior Executive Assistant – Executive Operations Partner
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Job Description
Senior Executive Assistant operating TurFresh’s executive office for its home-services leadership team. Managing calendars, decisions, follow-through, and executive workflows.
Responsibilities:
- Support the General Manager and potentially the Owner/CEO by operating the executive office
- Protect the GM’s time, anticipate needs, prepare meetings, capture decisions, and ensure requests and commitments are completed
- Own and continuously optimize the GM’s calendar based on business priorities
- Review upcoming days and weeks for conflicts, deadlines, preparation needs, missing meetings, and unresolved commitments
- Prepare concise agendas, background information, open decisions, and recommended next steps
- Capture decisions, owners, deadlines, and commitments from meetings
- Maintain a trusted system for requests, delegated items, promised responses, open questions, and leadership commitments across email, Teams, meetings, and conversations
- Review sent emails and open conversations for missing responses or conclusions and resurface them before they are forgotten
- Follow up until important items are completed, deferred, canceled, or otherwise closed
- Coordinate priorities and follow-through across sales, marketing, operations, finance, and leadership
- Draft executive communications, summaries, briefings, and action lists
- Identify recurring scheduling, accountability, and workflow problems and recommend practical solutions
- Handle personnel, financial, operational, and strategic information with exceptional discretion
- Use Microsoft 365 and AI tools responsibly to improve executive productivity and automate repetitive workflows
Requirements:
- Five or more years of progressively responsible executive-support experience
- At least three years directly supporting a founder, CEO, President, General Manager, or similarly senior executive
- Experience beyond calendars and travel, including meeting preparation, leadership follow-through, project tracking, or executive-office operations
- Professional written and spoken English
- Strong proficiency with Outlook, Teams, and Microsoft 365
- Consistent availability during Pacific Time business hours
- A private, reliable workspace appropriate for confidential executive conversations
- Strong judgment, discretion, organization, initiative, and follow-through
- Ability to work independently in a fast-moving company with changing priorities
- Residence in Rio de Janeiro with reliable availability for occasional in-person support is a strong advantage
- Residence elsewhere in Brazil with practical access to Rio de Janeiro is a strong advantage
- Experience supporting an entrepreneurial or founder-led company is a strong advantage
- Experience in home services, field services, construction, multi-location services, or another operationally complex business is a strong advantage
- Experience building or improving executive-office operating systems is a strong advantage
- Background combining executive assistance with project management or business operations is a strong advantage
- Experience working remotely with North American executives is a strong advantage
- Practical experience using AI, workflow automation, CRM systems, dashboards, or project-management platforms is a strong advantage
Benefits:
- Remote work arrangement
- Opportunity for occasional in-person support in Rio de Janeiro
- Use of Microsoft 365 and AI tools to improve productivity and automate repetitive workflows
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