Lean Tech

Executive Assistant

Lean Tech

full-time

Posted on:

Location Type: Remote

Location: Remote • 💃 Anywhere in Latin America

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Job Level

Junior

About the role

  • Managing the CTO's complex calendar, scheduling high-stakes meetings (DRs, tech leads, external leaders, Board), handling expense submissions, and ensuring the CTO is prepped with summaries and pre-reads for all meetings.
  • Driving weekly timesheet compliance for over 100 resources, maintaining consolidated PTO and resource visibility reports, and tracking all key contracts for timely renewal.
  • Tracking budget, forecast, and variances across all technology domains, and consolidating financial data for Monthly Business Reviews (MBR) with the CEO.
  • Maintaining centralized tracking for all quarterly priorities, providing executive-level Jira reporting on developer productivity and the project pipeline, and driving the execution of CTO-led initiatives.
  • Owning internal communications for the technology organization (updates, announcements), preparing agendas and materials for quarterly Town Halls, and planning/coordinating logistics for external events and conferences.
  • Coordinating with HR on semi-annual performance reviews (mid-year/annual), tracking completion for direct reports, and supporting seamless onboarding/offboarding processes.
  • Tracking cross-team dependencies and risks, managing urgent escalations, and continuously identifying and implementing process improvements to automate manual tasks and optimize workflows.

Requirements

  • 1 year of experience in a Technical Program Management, Executive Assistant, or similar strategic operational role, ideally supporting a CTO or other senior technology leader.
  • Demonstrated ability to track, manage, and report on complex project portfolios, including familiarity with Jira or similar project management tools.
  • Exceptional organizational, written, and verbal communication skills, with the ability to serve as a central communication hub for the technology organization.
  • Experience with expense management, budget tracking, forecasting, and compiling financial review materials.
  • Strong attention to detail and a proven track record of identifying inefficiencies and driving process improvement.
  • Experience coordinating meetings, calendars, and resources across multiple international time zones (e.g., USA, Asia).
  • Ability to anticipate needs, plan ahead (e.g., scanning 30 days out), and manage urgent escalations and issues to resolution.
  • Familiarity with HR processes, including performance review coordination and onboarding/offboarding.
  • Experience with contract and vendor management tracking systems.
  • Knowledge of KPI and metrics tracking/reporting within a technology context.
  • Exposure to change management principles and internal communications best practices.
Benefits
  • Professional Growth
  • High Impact
  • Strategic Exposure
  • Diverse Responsibilities

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
Technical Program ManagementProject ManagementBudget TrackingForecastingExpense ManagementKPI TrackingMetrics ReportingContract ManagementVendor ManagementProcess Improvement
Soft skills
Organizational SkillsWritten CommunicationVerbal CommunicationAttention to DetailProblem SolvingAnticipation of NeedsPlanningResource ManagementEscalation ManagementCross-Team Collaboration