Operations & Executive Assistant

As the Operations & Executive Assistant, you’ll keep our business thriving by streamlining workflows, supporting leadership, driving sales efforts, and leveraging technical tools. You’ll manage HaloPSA, craft proposals, and slide decks, make sales calls, and use AI tools like ChatGPT, Claude, and Grok to boost efficiency. We’re looking for someone with 3+ years of experience who excels in a fast-paced virtual environment.

Key Responsibilities:

• Workflow & Operations: Streamline processes, optimize procedures, and configure/automate HaloPSA for efficiency.
• Invoicing & Billing: Create invoices, update client billing, and resolve discrepancies with accounting and clients.
• Executive Support: Manage email, schedule meetings, and handle communications (calls, emails, chats) for leadership.
• Sales Development: Make phone calls, follow up with clients/prospects, qualify leads, and document interactions in CRM tools.
• Proposals & Slide Decks: Modify and assemble proposals and slide decks to support sales and client engagements.
• Document & Research: Draft/edit documents, organize digital files, and conduct research using AI tools for efficiency.
• IT Support: Provide basic Tier 1 troubleshooting and help desk support for technical issues.
• Collaboration & Reporting: Work with operations, sales, and leadership to align priorities; generate basic reports (e.g., HaloPSA metrics).

Qualifications:

• 3+ years in operations, executive assistance, virtual assistant, or sales support roles.
• Proven skills in workflow management, invoicing, billing, and email/calendar coordination.
• Strong working knowledge of HaloPSA or HaloITSM (configuration and automation experience preferred).
• Practical, regular experience using AI tools like ChatGPT, Claude, and Grok for tasks such as content generation, data analysis, or process automation.
• Experience with outbound communication (e.g., cold calls, emails) and client relationship nurturing.
• Demonstrated ability to manage multiple priorities and adapt to shifting needs in a fast-paced environment.
• Strong attention to detail.
• Strong interpersonal skills for building rapport with clients, prospects, and team members.
• Fluent in English (written and verbal).
• Proficient in Microsoft Office/Google Workspace (especially Google Slides) and virtual tools (e.g., Slack, Zoom).

Preferred Skills & Experience:

• Experience in the MSP (Managed Service Provider) industry.
• Basic IT troubleshooting and Tier 1 support skills.
• Ticket dispatch experience.
• Basic proficiency in creating and refining presentations (e.g., slide decks) for internal or client use.
• Basic graphic design skills (e.g., Canva, Google Slides) for enhancing proposals and slide decks.
• Familiarity with any of the following tools:
  • Accounting & Invoicing Tools: QuickBooks Online.
  • Wikis: Notion.
  • CRM & Sales Tools: GoHighLevel, Nimble CRM, or sales outreach tools (e.g., Outreach, Apollo).
  • Booking & Scheduling Tools: cal.com or similar booking applications.
  • IT Management & Remote Tools: NinjaRMM, Splashtop, ScreenConnect, IT Glue.
  • Web Platforms: WordPress.
  • Procurement: IT hardware procurement, Amazon Orders.
  • Credential Managers: Bitwarden.

Compensation & Benefits:

• Competitive pay and benefits tailored for Latin America.
• A supportive, collaborative remote team culture.
• Opportunities to grow professionally with access to training in AI tools and operational systems.