Note: The job is a remote job and is open to candidates in USA. Express Chipping, Inc. is seeking a Senior Executive Assistant and Executive Operations Partner to support the General Manager and potentially the Owner/CEO. The role operates the executive office by managing priorities, preparing meetings, tracking decisions and commitments, coordinating cross-functional follow-through, and improving executive productivity through Microsoft 365 and AI tools.
Responsibilities
- 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 one 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, then resurface them before they are forgotten
- Follow up until each important item is completed, deferred, canceled, or otherwise closed
- Coordinate priorities and follow-through across sales, marketing, operations, finance, and leadership
- Draft clear 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
Skills
- 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
- Residence elsewhere in Brazil with practical access to Rio de Janeiro
- Experience supporting an entrepreneurial or founder-led company
- Experience in home services, field services, construction, multi-location services, or another operationally complex business
- Experience building or improving executive-office operating systems
- Background combining executive assistance with project management or business operations
- Experience working remotely with North American executives
- Practical experience using AI, workflow automation, CRM systems, dashboards, or project-management platforms
- Rio residency is a material selection advantage because the role may include local and in-person support while the GM is in Brazil. It is not an absolute requirement; clearly superior candidates elsewhere will be considered
Company Overview