Executive Assistant / Operations Manager

About Teamswell

Teamswell is a rapidly expanding nearshore outsourcing company serving US clients, aiming to help small and medium-sized US enterprises increase growth and profitability by providing access to skilled, motivated, and cost-effective bilingual talent in Latin America. The company also focuses on delivering fair compensation along with professional and personal development opportunities for its Latin American workforce.

Role Overview

The Executive Assistant / Operations Manager will be a highly organized, detail-focused generalist capable of operating across diverse areas including sales, vendor and carrier account management, HR systems, financial assistance, project coordination, and executive administrative support. This multifaceted position requires managing several responsibilities simultaneously and acting as a dependable liaison between various teams, vendors, and company leadership.

Responsibilities

• Handle business development and partner relations by vetting and following up on incoming leads and proactively reaching out to potential partners like communities and homeowners' associations.
• Administer vendor and contract agreements by monitoring terms, renewal timelines, resolving day-to-day conflicts, and serving as the key contact for external collaborators.
• Manage AT&T carrier accounts, including supporting cases, implementing service changes, and reviewing monthly billing statements.
• Support finance operations by collecting and routing vendor invoices for payment and overseeing insurance certificate management and renewals.
• Oversee HR system administration by onboarding new hires to Clockify, assisting with troubleshooting, and addressing employee inquiries related to Rippling.
• Contribute to marketing efforts by generating ideas, designing visual materials using Canva, and conducting outreach activities that foster business growth.
• Coordinate special projects including funded initiatives by maintaining current documentation, organizing outreach actions, and preparing reports.
• Manage vehicle and asset administration tasks such as paperwork, scheduling vehicle maintenance, and tracking expenses.
• Provide executive and personal assistance related to property administration and coordination with vendors for home-related needs.
• Organize and follow up on meetings, acting as the interface between leadership and external parties.

Requirements

• Experience with sales and relationship management, able to qualify leads, follow up consistently, and nurture partnerships.
• Proficient in vendor and contract administration, tracking agreements and deadlines while professionally handling disputes.
• Knowledgeable in account and billing management, familiar with carrier/vendor portals (AT&T experience advantageous) and invoice verification.
• Comfortable collaborating with finance teams on invoicing, payments, and insurance documentation.
• Familiarity with HR and time-tracking systems like Rippling and Clockify or quick adaptability to learn and train others on such tools.
• Strong insight into AI technology, its capabilities and integration for business process automation and efficiency improvements.
• Capable of coordinating projects across functions with attention to tracking deliverables and completing necessary reports and documentation.
• Experienced in managing operations and logistics activities including vehicle paperwork, maintenance arrangements, and expense tracking.
• Trustworthy and discrete with sensitive personal, financial, and corporate information.
• Excellent communication abilities and self-management aptitude to juggle multiple tasks as the primary point of contact among diverse groups.
• High attention to detail, particularly concerning numerical data, dates, and documentation to prevent errors and maintain organized, up-to-date records.