HR Executive Virtual Assistant

hace 2 semanas

Quito GOAT

The Role:

This position is for LATAM candidates only.

This role is for someone who enjoys being indispensable. You'll be the operational engine behind a fast-moving business leader — we're looking for an HR Executive Assistant to support our Head of People/HR & Operations leadership. You'll manage calendars, coordinate meetings and travel, handle confidential communications, and keep HR operations running smoothly by supporting recruiting, onboarding, employee lifecycle events, and internal programs. If you're driven, detail-obsessed, and love the idea of being the person who "just makes it all happen," this is your role.

Key Responsibilities:

Professional Support

  • Manage the sourcing pipeline: post jobs, make first contact and evaluation.
  • Work cross-functionally with project managers and external partners.
  • Coordinate onboarding logistics (start-date coordination, paperwork tracking, equipment readiness, first-week schedules).
  • Support HR programs and processes (performance cycles, engagement surveys, trainings, policy acknowledgements, team events).
  • Maintain HR documentation and templates; organize files and ensure version control.
  • Support HR programs and processes (performance cycles, engagement surveys, trainings, policy acknowledgements, team events).
  • Assist with internal communications (announcements, org updates, policy reminders) with appropriate tone and confidentiality.
  • Track HR-related requests and ensure timely routing/escalation to the right owner.
  • Build reporting and dashboards (e.g., recruiting pipeline status, onboarding checklists, program timelines).
  • Own the calendar: schedule meetings, prep agendas, add buffers, and prevent conflicts.
  • Shadow during work sessions to capture to-dos, create follow-ups, and ensure alignment across team priorities.
  • Track daily and weekly commitments; follow up with internal and external stakeholders.
  • Coordinate across multiple time zones and workstreams with precision.
  • Conduct strategic research (vendors, tools, leads, contacts, platforms) and summarize findings.
  • Maintain internal documentation and SOPs to streamline repetitive tasks.
  • Manage and triage all email inboxes: draft responses, flag action items, archive distractions.

Personal Support

  • Plan and manage personal calendar including social events, dinners, and key life dates.
  • Research and book restaurants, events, and experiences that match personal preferences.
  • Coordinate travel: flights, hotels, reservations, itineraries, backup plans, and contingencies.
  • Manage special projects: gift sourcing, household admin, subscriptions, or anything life throws at the executive.

Ideal Profile:

Must-Have Qualifications:

  • 2+ years of experience supporting an executive, founder, or senior leader, or work as project manager
  • 2+ years of HR experience - you managed or assisted in running hiring for digital/marketing/creative and web-development roles (Shopify/React).
  • Exceptional written and verbal communication skills in English without a strong accent (C1/C2 level).
  • Highly proficient in the Google ecosystem (Docs, Sheets, Calendar, Gmail, Meet).
  • Demonstrated experience managing complex schedules, inboxes, and follow-up tasks.
  • Strong research and synthesis skills — able to go deep and present clear options.
  • Quiet, distraction-free workspace with strong internet connection.

Key Traits We're Looking For:

Proactive — You see what's missing and fix it without being asked.

Hyper-Organized — You turn chaos into systems and complexity into clarity.

Discreet — You'll handle sensitive data and private matters with full confidentiality.

Adaptable — You pivot quickly and handle ambiguity with ease.

Trustworthy — You are the kind of person who always delivers and never drops the ball.

Beneficial skills:

  • Strong ChatGPT user
  • Basic Python + SQL skills for simple data cleaning and analysis (pandas fundamentals, basic joins/aggregations).
  • Able to build and update straightforward dashboards and charts (Looker Studio/Power BI/Tableau and/or simple Plotly/Matplotlib).
  • Comfortable tracking and reporting core KPIs, keeping definitions consistent, and documenting updates.
  • Detail-oriented with data checks (missing values, obvious anomalies) and willingness to learn best practices fast.

What's on Offer?

  • Competitive Pay in USD (or other currency, crypto) – This can include local taxes, etc.
  • Paid Time Off & Local Holidays – Instead of US holidays, we accommodate local public holidays.
  • Performance-Based Bonuses – work load and end-of-year bonuses.
  • Professional Development – potential for long-term growth into operations, project coordination, or people ops within a digital agency.
  • 100% remote full-time position.

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