Executive Assistant - Colombia (Remote)

Outsourced.ph is a leading ISO-certified offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1,000 talented professionals

We are seeking a proactive, highly organized, and resourceful Executive Assistant to support company leadership and enable a small, innovative engineering team to stay focused on core technical objectives and growth initiatives.

The Executive Assistant will act as the right hand to the Founder, driving efficient internal operations, coordinating projects, managing calendars and inboxes, and supporting occasional client or partner outreach. This role also offers opportunities to help standardize internal processes and support company expansion.

Calendar & Inbox Management

• Manage and prioritize the executive’s calendar across multiple time zones.
• Schedule and coordinate meetings with clients, partners, vendors, and internal teams.
• Monitor and manage key email accounts, flagging urgent matters and ensuring timely follow-ups.
  
  

Administrative Coordination

• Oversee and streamline administrative functions, including:
• Document preparation
• Vendor onboarding
• HR checklists
• Internal communications
  
  
• Liaise with the bookkeeper, engineers, and external partners to ensure smooth administrative, HR, and operational workflows.
• Maintain and update company and vendor profiles for clients, universities, and other stakeholders, including paperwork processing and renewals.
• Support occasional travel, event, and conference planning.
  
  

Project & Workflow Support

• Create, maintain, and monitor project trackers and recurring workflows (weekly, monthly, quarterly).
• Coordinate with team members to collect updates and support reporting.
• Take meeting notes, track action items, and ensure follow-through on deadlines.
  
  

Standard Operating Procedures (SOPs)

• Work closely with leadership and team members to document existing processes and convert them into clear SOPs.
• Proactively identify opportunities for efficiency and process improvement.
• Lead or support initiatives to standardize recurring administrative, sales, or customer engagement tasks.
  
  

Client, Partner & Research Support

• Conduct initial outreach and qualification with potential channel partners, distributors, or research collaborators.
• Coordinate introductory meetings, gather initial requirements, and hand off qualified opportunities to leadership.
• Support occasional research and data collection efforts (e.g., grant documentation, industry or market research).

• Minimum 3 years of experience as an Executive Assistant, Administrative Coordinator, or Project Coordinator (technology or technical environments strongly preferred).
• Exceptional organizational and multitasking skills in a fast-paced, remote-friendly environment.
• Excellent written and verbal English communication skills, with confidence engaging both technical and non-technical audiences.
• Strong business acumen, initiative, and critical thinking; able to anticipate needs and work independently with minimal supervision.
• Proven experience creating and maintaining SOPs, with strong attention to detail and scalability.
• Proficiency with Google Workspace, project tracking or CRM tools (e.g., HubSpot), and online collaboration platforms.
  
  
• Reliable high-speed internet, dedicated workspace, and availability to coordinate with US time zones (Mountain Time or similar).
• Professional discretion, collaborative mindset, positive attitude, and eagerness to learn.

Nice-to-Have Qualifications

• Experience supporting sales operations, grant applications, or technical/research projects.
• Familiarity with cloud-based document management, process mapping, or workflow automation tools.
• Prior experience working with US-based or North American organizations, especially technical teams.