Virtual Adminstrative Assistant (Remote) | LATAM

HireHawk

2d•Remote

About The Position

This role exists to reduce the operational and scheduling burden on leadership by giving the owner and sales team a highly capable right hand. You’ll own calendars, client follow-up, appointment scheduling, and day-to-day coordination so the team can stay focused on revenue and delivery. The client operates in Engineering & Construction Risk Consulting with a strong South Florida client base.

Requirements

Bilingual fluency in English and Spanish (verbal and written)
1+ years of experience as a Virtual Assistant, Administrative Assistant, Executive Assistant, or Operations Coordinator
Proven calendar management and appointment scheduling experience (high volume and frequent changes)
Confidence and professionalism speaking with clients over the phone (clear, calm, and service-oriented)
Strong written communication skills (you can write messages that are concise, accurate, and client-ready)
Ability to work autonomously and deliver high-quality work without constant check-ins (strong ownership and follow-through)

Nice To Haves

Experience supporting a founder/executive or a small sales-driven, client-facing team
Familiarity with CRMs or sales support workflows (updating records, tracking follow-ups, keeping pipeline notes clean)
Experience coordinating across multiple stakeholders or departments in a remote setting
Exposure to consulting, engineering, construction, or professional services environments

Responsibilities

Keep the owner and sales team’s calendars clean, accurate, and optimized so priorities happen on time
Schedule appointments end-to-end (confirmations, reminders, reschedules, and follow-ups) with strong attention to details and time zones
Serve as a professional first point of contact for clients by phone, ensuring every call feels organized, confident, and helpful
Support the sales team with research that improves outreach and conversations (light lead/account research, background notes, prep summaries)
Create and maintain a dependable follow-up system so no client request, appointment, or action item gets dropped
Coordinate across stakeholders (owner, sales team, clients, and any internal partners) to keep work moving without bottlenecks
Keep information organized across tools (calendar, email, notes, CRM if applicable) so the team always knows the latest status
Spot gaps and proactively suggest improvements to workflows, templates, and coordination routines that save leadership time