Executive Assistant

• Communicate with applicants in fluent Spanish via email, chat, and other communication platforms.
• Explain onboarding requirements, project expectations, and payment structures.
• Send agreements, consent forms, and onboarding documentation.
• Support participants through each stage of the onboarding process.
• Answer participant questions promptly and professionally.
• Resolve onboarding issues and escalate concerns when necessary.
• Track participant progress and maintain accurate records.
• Coordinate with the recruitment team to ensure project timelines are met.
• Follow established processes while delivering excellent candidate support.

Bilingual Recruiting & Operations Assistant, English/Spanish

Bilingual Virtual Recruiting, Operations Assistant – English/Spanish

• Run the founder's communication and schedule so they never have to think about it
• Responsible for managing inbox, calendar, meeting prep, follow-up, and CRM updates
• Triaging communications with judgment — knowing what needs the founder's attention and what doesn't
• Drafting and sending replies in the founder's voice, indistinguishable from their own writing
• Keeping the calendar protected and meeting prep ready well ahead of time
• Making sure every meeting generates its follow-ups and every follow-up gets closed
• Running the admin machine behind launches, webinars, and onboarding
• Supporting webinar, launch, and client onboarding admin end to end
• Keeping every moving piece of a launch or onboarding sequence on track without dropped steps
• Tracking action items from meetings and planning sessions with owners and due dates
• Coordinating contractors — designers, VAs, tech support — so deliverables land on time
• Maintaining client records, notes, and deliverable handoffs
• Keeping documentation clean enough that anyone stepping in could understand client history and status immediately
• Protecting the founder's focus by absorbing the small stuff completely

Executive Assistant – Coaches, EOS, Consultants

• Search online marketplaces for products that meet purchasing criteria.
• Identify high-value inventory opportunities based on company guidelines.
• Evaluate listings and gather relevant product information.
• Contact sellers through online platforms to verify product condition and functionality.
• Negotiate pricing using established purchasing guidelines.
• Build positive relationships with sellers while maximizing deal value.
• Maintain accurate records of leads, negotiations, and purchasing opportunities in Google Sheets.
• Track follow-ups and update deal status consistently.
• Provide regular progress updates to the team.
• Participate in daily and weekly team meetings.
• Share feedback to improve sourcing processes and overall performance.
• Collaborate with the purchasing team to maximize successful acquisitions.

Virtual Sales Assistant

• Own calendar management, travel coordination, general operations, revenue tracking support, and RFP documentation
• Book and manage flights, hotels, and ground transportation for the founder and team
• Build detailed travel itineraries that account for time zones, meeting schedules, and logistics
• Handle last-minute changes, cancellations, and rebooking efficiently
• Own the founder's calendar end to end including scheduling, conflict resolution, and meeting preparation
• Coordinate internal team meetings, external partner calls, and client engagements
• Manage recurring operational tasks including office rent, internet and utilities, and vendor relationships
• Oversee revenue tracking and ensure client invoices are accurate and sent on time
• Research, compile, and fill out required information for RFP and RFI submissions
• Maintain a library of reusable content and standard responses

Executive Assistant – Startup Operations

• Manage and maintain the HubSpot CRM, ensuring data accuracy, organization, and overall database hygiene.
• Create and manage contact lists, audience segmentation, custom properties, and user permissions.
• Identify duplicate, outdated, or incomplete records and maintain clean, reliable CRM data.
• Serve as the team's go-to HubSpot expert, providing recommendations and best practices for CRM management.
• Build, launch, and optimize email campaigns, newsletters, and automated workflows within HubSpot.
• Create and manage lead nurturing campaigns, lifecycle stage automation, lead scoring, and follow-up sequences.
• Organize campaign assets, schedules, and marketing workflows to ensure consistent execution.
• Support both Marketing Hub and Sales Hub initiatives, including forms, automation, and campaign setup.
• Build custom dashboards and reports to monitor marketing and sales performance.
• Track key performance indicators including email engagement, open rates, click-through rates, conversions, and lead progression.
• Analyze campaign performance and provide recommendations for optimization.
• Generate regular reports that help leadership make data-driven decisions.
• Support lead management by identifying, qualifying, and nurturing prospects through automated campaigns.
• Ensure leads are properly segmented and routed throughout the customer lifecycle.
• Collaborate with Marketing and Sales teams to improve campaign performance and operational efficiency.
• Stay current on HubSpot updates, new features, and best practices, recommending improvements where appropriate.
• Review campaigns, workflows, emails, and CRM data to ensure accuracy before launch.
• Perform quality assurance checks on marketing assets, automations, and reporting.
• Maintain documentation for CRM processes and marketing operations.

Virtual Assistant, CRM & Sales Growth

• Manage property listings across rental platforms, including updating pricing, availability, photos, and descriptions.
• Respond promptly to tenant inquiries and coordinate property showings.
• Process rental applications and assist with tenant screening and lease preparation.
• Coordinate move-ins, move-outs, inspections, and onboarding documentation.
• Track rent payments, send payment reminders, and maintain accurate financial records.
• Coordinate maintenance requests with tenants and vendors and monitor repairs through completion.
• Track lease renewals, notices, and important property deadlines.
• Maintain accurate records across CRM systems, email, and property management platforms.
• Coordinate utility setup, transfers, and account updates during tenant transitions.
• Assist with rental market research and pricing recommendations.

Property Management Virtual Assistant, Spanish-Speaking

• Serve as the primary point of contact for personal injury clients
• Maintain regular communication regarding treatment progress and case status
• Respond promptly to incoming calls, voicemails, text messages, and emails
• Document all client communications accurately
• Provide exceptional customer service while managing a high-volume workload
• Monitor clients' treatment progression and coordinate medical appointments
• Communicate with insurance carriers regarding claim status and coverage information
• Manage and prioritize an active caseload and monitor case milestones

Bilingual Case Manager – Personal Injury

• Manage executive calendars, scheduling, meetings, reminders, and follow-ups so priorities stay organized and on track
• Support professional business communications, including emails, messages, documents, and internal updates
• Create, update, and maintain spreadsheets, trackers, reports, and organized records with strong attention to detail
• Coordinate administrative and operational tasks that help daily business activities run smoothly
• Improve existing workflows by identifying gaps, organizing information, and creating clearer processes
• Prepare documents, presentations, summaries, and other materials using Microsoft Office and Google Workspace
• Track deadlines, action items, and open tasks to make sure nothing falls through the cracks
• Handle confidential information with professionalism, accuracy, and discretion
• Work independently in a remote environment while communicating progress, blockers, and priorities clearly
• Support ad hoc operational projects as the business grows and needs change.

• Managing and organizing the CEO's inbox, calendar, meetings, reminders, notes, and follow-ups — ensuring nothing important falls through the cracks and his time is always protected and well-used.
• Capturing open loops, ideas, commitments, and action items — and turning vague or half-formed inputs into clear, organized next steps with owners, deadlines, and priorities attached.
• Building and maintaining simple, practical systems around the CEO — trackers, decision lists, weekly briefs, follow-up rhythms, and project status updates — so he always has a clear picture of what needs his attention.
• Categorizing and prioritizing projects by owner, deadline, status, and decision needed — helping the CEO decide what should be active, delegated, deferred, escalated, or removed from his plate entirely.
• Following up proactively with internal team members, vendors, partners, candidates, attorneys, and other stakeholders — keeping commitments on track and moving things forward even when the CEO is focused elsewhere.
• Leading or fully owning certain projects and strategic initiatives from start to finish — gathering context, coordinating the right people, and driving to completion with minimal direction.
• Preparing concise summaries, meeting briefs, recaps, and recommendations that help the CEO make faster, better-informed decisions.
• Protecting the CEO's focus and tactfully pushing back when he is the bottleneck — comfortable managing up and respectfully challenging a senior leader when the situation calls for it.
• Coordinating work across marketing, sales, hiring, legal and vendor follow-up, internal operations, product initiatives, and other strategic projects as needed.

Senior Executive Assistant, CEO

• Provide comprehensive, high-level administrative support to the Senior Vice President, Equipment Services and the Senior Vice President, Strategic Markets.
• Act as a primary point of contact for internal and external stakeholders on behalf of both executive leaders.
• Manage and coordinate complex calendars, meetings, and appointments across multiple executive schedules, ensuring alignment and prioritization of commitments.
• Coordinate domestic and international travel arrangements for executive leadership, including itineraries, accommodations, and transportation.
• Prepare, review, and distribute executive-level reports, presentations, and business documentation for both executives.
• Organize meetings by preparing agendas, taking detailed minutes, tracking action items, and ensuring timely follow-up across executive initiatives.
• Draft and distribute professional correspondence, emails, memos, and other communications on behalf of executive leadership.
• Maintain accurate, organized, and confidential records, files, and documentation related to executive activities.
• Submit, track, and reconcile executive expense reports in accordance with company policies.
• Liaise with other executive assistants, senior administrative staff, and cross-functional teams to ensure alignment and timely execution of executive requests.
• Support special projects, strategic initiatives, and cross-functional efforts as directed by executive leadership.
• Anticipate executive needs, proactively identify potential issues, and resolve administrative or scheduling challenges across both leadership functions.
• Uphold the highest level of confidentiality and discretion when handling sensitive and confidential information.

• Create, edit, and publish blog and digital content
• Schedule and manage social media posts and content calendars
• Support website updates, maintenance, and overall performance
• Assist with organic SEO efforts and content optimization
• Manage marketing-related email communications
• Update Google Business Profile with local content to increase visibility
• Prepare bi-weekly and monthly marketing activity reports (website traffic, social media engagement, video performance)

Part Time Marketing Virtual Assistant

• Request, obtain, organize, and review medical records, medical bills, and supporting documentation related to personal injury claims
• Prepare and maintain complete demand files for submission to insurance carriers
• Ensure all records, bills, liens, and supporting documentation are properly saved, organized, and maintained within the case management system
• Review records and bills for completeness, accuracy, and consistency prior to demand preparation
• Identify missing records, billing discrepancies, or incomplete documentation and follow up as needed
• Maintain frequent communication with clients regarding treatment status, records requests, and outstanding documentation needs
• Communicate professionally with medical providers, billing departments, insurance adjusters, and vendors through phone calls, email, fax, and written correspondence
• Conduct consistent follow-up on outstanding records, bills, balances, and documentation requests to ensure timely processing
• Maintain accurate and detailed documentation of all case activity, communications, requests, and follow-up efforts within the case management system
• Process invoices and payments related to obtaining medical records and bills as assigned
• Support department workflow efficiency and timely completion of demand preparation tasks

Personal Injury Case Manager – Records & Demands

• Post property photos, videos, testimonials, and marketing content across social media platforms using provided materials and captions.
• Upload listing media, property videos, and virtual tours to websites and marketing platforms.
• Create social media thumbnails, open house posts, and listing marketing assets using Canva and templates.
• Send marketing materials, listing updates, and follow-up instructions to sellers and agents.
• Maintain and update agent bios, headshots, and marketing profiles.
• Transfer and organize lead and prospect data into CRM systems and tracking spreadsheets.
• Compile marketing performance data and update internal reporting boards.
• Organize listing folders, digital assets, and marketing documentation.

Marketing Virtual Assistant – Real Estate

• Monitor multiple inboxes to triage and respond to client questions and concerns
• Perform ad hoc payment, invoice management, file management, etc
• Manage a calendar including scheduling, meetings, and travel arrangements
• Serve as a contact between employees, clients, and external partners
• Prepare/ edit correspondence, communications, presentations, reports, and other docs
• Coordinate meetings, set agendas, take minutes, and prepare follow ups / action items
• Perform other ad-hoc tasks with limited instruction as needed
• Assist with project management tasks (track deadlines/ coordinate to ensure success)
• Assist with business administrative and personal tasks as needed
• Create SOPs and other documentation as needed

• Manage administrative tasks and day-to-day operational support for the Executive Director and team.
• Handle project management and task coordination, ensuring work moves from start to finish without follow-up reminders.
• Maintain organized records, documents, and files using Google Suite and/or Microsoft Office tools.
• Manage scheduling, calendar coordination, and meeting preparation.
• Support internal communications and correspondence.
• Assist with presentation preparation, including tools such as PowerPoint or Canva.
• Manage CRM or task management platforms (Asana, Trello, Slack, or similar tools).
• Support any additional administrative and operational tasks as needed.

Executive Virtual Assistant

• Monitor and manage email inbox, flagging and responding to routine communications.
• Follow up with clients on unpaid balances, unsigned contracts, and pending actions.
• Manage contract tracking and coordination, including follow-up for retreats, teacher trainings, and studio programs.
• Track and coordinate giveaway campaigns and promotional outreach (e.g., following up with partner organizations on Instagram or other channels to confirm class pass usage).
• Support client follow-up using studio management software (MindBody, LoyalSnap, FitGrid) once trained.
• Assist the sales director with warm outreach to existing clients, including text and email follow-up sequences.
• Send newsletters and email campaigns to existing client lists using email platforms (MailChimp, ConvertKit, or similar).
• Post content to social media platforms as directed (no content creation or graphic design required).
• Support membership retention outreach, including communicating with auto-renewal members.
• Support scheduling, calendar coordination, and general administrative tasks across multiple business units.
• Help document processes and build SOPs over time.

Part-Time Virtual Assistant

• Conduct outbound calls to Bronx NY USA residents to assess eligibility for Medicaid support programs.
• Clearly explain program benefits and next steps in both Spanish and English.
• Communicate warmly and professionally with patients and families, addressing questions and concerns.
• Collect basic information and transfer interested individuals to the intake team.
• Document call outcomes and notes accurately in the system, keeping records organized.
• Follow up with applicants and manage callbacks to support program enrollment.
• Maintain a high standard of cultural competence and empathy when engaging with elderly and low-income populations.

Executive Assistant jobs in Colombia

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Bilingual Recruiting & Operations Assistant, English/Spanish

Bilingual Virtual Recruiting, Operations Assistant – English/Spanish

Executive Assistant – Coaches, EOS, Consultants

Virtual Sales Assistant

Executive Assistant – Startup Operations

Virtual Assistant, CRM & Sales Growth

Property Management Virtual Assistant, Spanish-Speaking

Bilingual Case Manager – Personal Injury

Executive Assistant

Senior Executive Assistant, CEO

Executive Assistant

Part Time Marketing Virtual Assistant

Personal Injury Case Manager – Records & Demands

Marketing Virtual Assistant – Real Estate

Executive Assistant

Executive Virtual Assistant

Part-Time Virtual Assistant

Virtual Assistant, Spanish Outreach Caller – Medicaid Program