Copy of Executive Assistant – Sales & Operations Coordinator with Pivotal Leap

Job Title: Executive Assistant – Sales & Operations Coordinator
Employment Type: Full-Time
Working Hours: Monday to Friday, 8:00 AM – 5:00 PM Eastern Time
Compensation: USD $1,800–$2,500/month (based on experience)
Location: LATAM

About the Company
We are a fast-growing technology consulting firm specializing in Salesforce solutions, CRM implementations, systems integration, and staff augmentation services. Our team helps organizations streamline operations, improve customer experiences, and scale efficiently through tailored digital solutions.

With teams based across the United States and India, we support clients in industries including healthcare, finance, nonprofit, staffing, and technology. Our collaborative, global approach enables us to deliver high-quality solutions while maintaining agility, innovation, and a strong focus on client success.

About the Role
We are looking for a highly organized and proactive Executive Assistant to support our sales and development teams. In this role, you will act as the central point of coordination between a US-based sales team and an India-based development team, helping ensure projects move smoothly from onboarding to delivery.

You will manage administrative processes, track project progress, coordinate stakeholders, and help remove blockers to keep initiatives on schedule.

Key Responsibilities
Attend daily sales meetings, capture detailed notes, and document action items

Monitor active projects and track progress against established checklists

Coordinate with sales and development teams to identify, escalate, and resolve blockers

Manage the client onboarding process, including:
Coordinating Statements of Work (SOWs) and Master Service Agreements (MSAs)

Tracking document completion and signatures

Scheduling kickoff meetings

Supporting resource allocation discussions

Maintain project visibility and status updates using Jira or similar project management tools

Ensure adherence to internal processes and documentation standards

Follow up on invoicing, project deliverables, and outstanding action items

Coordinate across multiple time zones to support seamless communication

Requirements
3–5 years of experience in an Executive Assistant, Operations, or Project Coordination role

Fluent English communication skills, both written and verbal

Strong calendar management, scheduling, and organizational skills

Experience creating and maintaining detailed checklists and documentation

Comfortable learning and using Jira or similar project management platforms

Excellent attention to detail and follow-through

Strong process improvement and stakeholder management skills

Ability to work independently and proactively escalate issues when needed

Preferred Qualifications
Experience improving or standardizing business processes

Familiarity with sales-to-development workflows

Experience working with distributed teams across multiple time zones

Located in Latin America (Colombia, Brazil, or Argentina) or the United States

Willingness to travel quarterly for company team-building events (all expenses covered)

What We Offer
Competitive compensation based on experience

Full-time remote opportunity with benefits

Quarterly team-building travel opportunities

Collaborative international work environment

Opportunity to help build and improve scalable operational processes