Executive Assistant / Operations Manager

About Teamswell

Teamswell is a rapidly growing nearshore outsourcing firm serving US businesses, focusing on providing small and medium enterprises with access to skilled, motivated bilingual professionals from Latin America. Our goal is to help these businesses increase profitability while creating rewarding career opportunities with fair compensation and growth for talent in the region.

Role Overview

We are seeking an highly organized and detail-driven generalist to manage a diverse set of responsibilities spanning sales, vendor and carrier account management, HR systems, finance assistance, project coordination, and executive support. The ideal candidate thrives handling multiple tasks concurrently, serves as a dependable contact between teams, external vendors, and leadership, and takes ownership of the operational flow.

Key Responsibilities

• Drive business development by qualifying inbound leads and reaching out to potential partners such as community organizations to expand our network.
• Oversee vendor contracts including management of renewals, disputes, and acting as the primary liaison for external partners.
• Handle AT&T carrier account activities including support, service modifications, and monthly billing oversight.
• Assist finance by processing vendor invoices and managing insurance certificates and renewals.
• Support HR and team operations by onboarding employees in time-tracking tools like Clockify, troubleshooting systems, and addressing Rippling-related inquiries.
• Contribute to marketing efforts through idea generation, designing visual assets (using Canva), and facilitating outreach campaigns for growth.
• Coordinate special projects, maintaining updated information, managing outreach, documentation, and reporting.
• Manage logistics related to company vehicles and assets including paperwork, scheduling maintenance, and tracking expenses.
• Provide executive support including assistance with property administration and vendor coordination for personal and home matters.
• Schedule meetings, follow-up on action items, and act as an intermediary between leadership and external parties.

Qualifications and Skills Required

• Experience in sales and partner relationship management with the ability to qualify and persistently engage leads and partners.
• Strong skills in vendor and contract tracking, with an aptitude for resolving contract disputes professionally.
• Knowledgeable in carrier and vendor account processes, particularly with billing review and account portal navigation; experience with AT&T is advantageous.
• Ability to collaborate with finance teams on invoicing, payment procedures, and insurance documentation management.
• Proficient or quick to learn HR and time-tracking software such as Rippling and Clockify, with the ability to assist and train colleagues.
• Good understanding of AI tools and automation for integrating technology into business workflows to improve efficiency and operations.
• Project management capabilities to support multi-department initiatives, ensuring proper tracking and documentation.
• Experience managing operational tasks including vehicle and asset maintenance scheduling and expense monitoring.
• High level of discretion in handling sensitive information related to personal, financial, and business matters.
• Effective communicator with strong written and verbal skills capable of managing multiple priorities independently.
• Detail-oriented with excellent organizational skills to prevent errors and maintain up-to-date records efficiently.

Additional Information

This position demands a proactive, adaptable individual comfortable in a dynamic, fast-moving environment. Candidates should be self-motivated, reliable, and capable of producing high-quality work while fostering great teamwork and professional relationships.