Senior Executive Assistant

Senior Executive Assistant — Operations, Finance & Project Coordination

Become the operational backbone of one of the fastest-growing bilingual marketing companies in U.S. real estate — the person two founders trust to run the entire back end while they scale.

We're NOT looking for a secretary who waits to be told what to do.

We're looking for a self-managed, obsessively-organized operator who finds the gaps before we do, keeps the whole team accountable to their deadlines, and executes — the administrative backbone that keeps the company organized, on time, and moving.

WHO WE ARE

Silva Media is a fast-growing bilingual (Spanish/English) real estate marketing company serving 100+ active agents across the United States.

We install a predictable client-acquisition machine backed by a performance guarantee most agencies wouldn't dare make: 12 closings in 12 months, or the client doesn't pay.

We're building something rare — the category leader in Latino real estate marketing, in a space with virtually zero competition in Spanish. It's a blue ocean, we move fast, and we're looking for A-players who want to grow with us and build something they're genuinely proud to be part of.

THE ROLE

You are the right hand to both founders — Oz (systems & strategy) and Jimmy (sales & growth). As we grow fast, the back end of the company needs a true owner: someone who keeps every moving part organized, every deadline honored, every payment on time, and every priority visible. That's you.

You own the operational and administrative engine of the company. You keep the founders' calendars, inboxes, and day-to-day logistics running like a well-oiled machine. You orchestrate tasks and priorities across the entire team, hold people accountable to their deliverables and deadlines, and make sure the money side runs clean — clients billed on time, the team paid on time, the books reviewed and reported. You don't keep the books yourself (that's outsourced to a professional bookkeeper) — you own that relationship, review what they send back, catch what doesn't add up, and report it to the founders in plain language.

Within your first 90 days, the founders should feel you covering the back end so completely that they can pour 100% of their energy into clients, sales, and scale.

WHAT YOU OWN

1. Founders' Executive & Personal Support. Calendars, scheduling, inbox triage, meeting prep, follow-ups, and the personal logistics that keep two busy founders running smoothly. You anticipate — you don't wait to react.

2. Task & Project Orchestration + Prioritization. You are the single source of truth for what's happening and what's next. You live inside our project management tool (ClickUp, Monday, Asana, or Airtable), keep every list current, surface stale or orphaned priorities, and find the gaps before anyone asks. You don't just track tasks — you decide what matters most and keep it moving.

3. Team Accountability. You keep the whole team — and the founders — honest about their commitments. You chase what's owed, follow up on deadlines and deliverables, and make sure nothing slips through the cracks.

4. Billing & Finance Operations ("Billing Police"). You make sure every client is billed correctly and on time, and every team member is paid on time, every time. You chase overdue invoices, flag discrepancies across Square / WHOP / PandaDoc / Mercury, and keep our admin pipeline clean and current.

5. Bookkeeper Liaison & Financial Reporting. You're the bridge between Silva Media and our outsourced bookkeeper — feeding clean inputs, reviewing what comes back, catching what doesn't add up, and translating the numbers into a clear monthly picture the founders can act on.

6. SOPs & Systems Building. You turn founder-led Loom videos and tutorials into clean, written SOP Google Docs the whole team can follow — consolidating scattered notes into single-source playbooks that make communicating, delegating, and training the next hire effortless.

HOW YOU'LL BE MEASURED

• Team paid on time → 100%. On time, every time.

• Client billing → zero slips. No overdue or un-chased invoice goes unnoticed.

• Project system reflects reality. No stale, orphaned, or invisible priorities.

• Deliverables & deadlines tracked. The team stays accountable and on schedule.

• Monthly financial reporting → clean and on time, without the founders asking.

• Founder Escalations → Zero. Leadership stops touching the admin lane. That's the whole job.

✅ WHO THIS IS FOR

• You're bilingual — native Spanish, expert English. Non-negotiable.

• You have 3–5+ years as an Executive Assistant, Operations Coordinator, or Integrator to a founder or busy executive.

• You've personally owned billing, invoicing, or financial operations before — and you treat a missed payment like a fire.

• You're QuickBooks-literate and comfortable reviewing books even when a third party keeps them.

• You're a power user of a project management tool (ClickUp, Monday, Asana, or Airtable) — you don't just use it, you run people through it.

• You are mega-OCD organized and fully self-managed. Nobody has to keep you on track — you keep everyone else on track.

• You find the gaps before you're told. You see the thing nobody assigned, and you handle it.

• You can turn a messy Loom walkthrough into a clean SOP a brand-new hire could follow.

• You're AI-friendly — you use tools like Claude/ChatGPT to move faster.

• You can hold people accountable — including your bosses — without being a pushover.

• You're an executioner, not a note-taker. Things get done when they hit your desk.

THIS IS NOT FOR YOU IF

• You wait to be told what to do.

• You think "I sent a reminder" means the job is done.

• Numbers, spreadsheets, or billing make you nervous.

• You confuse being nice with being effective — you can't hold a teammate (or a founder) to their word.

• You need to be managed, chased, or reminded yourself.

• You let things slip and explain why afterward instead of catching them before.

TECH STACK

QuickBooks · ClickUp (or Monday / Asana / Airtable) · Google Workspace · Slack · Mercury · WHOP · Square · PandaDoc · Claude / AI tools · GoHighLevel (a plus) · Tax-strategy knowledge (a plus)

COMPENSATION

$800–$1,500 USD/month · Full-time · Remote · LATAM

HOW TO APPLY

Submit a Loom video (5 minutes max) answering:

1. Walk me through a billing or payroll process you personally owned — how did you guarantee nobody ever got paid late and no client ever got missed?

2. Tell me about a time you caught a gap in priorities BEFORE anyone asked you to. What did you find, and what did you do about it?

3. How do you hold someone accountable when THEY are the bottleneck — even when it's your boss? Give me a real example.

4. Show me your organization system. Screen-share your actual ClickUp / Asana / calendar setup and walk me through how you keep yourself and others on track.

5. Why Silva Media? Why this role? Why you over 100 other applicants?

No Loom = no interview. No exceptions.

Apply here: