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.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.
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.
you keep the founders' calendars, inboxes, and day-to-day logistics running like a well-oiled machine.
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.you anticipate — you don't wait to react.task & project orchestration + prioritization.
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.
billing & finance operations ("billing police").
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.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.client billing → zero slips.
project system reflects reality.
you're bilingual — native spanish, expert english.
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 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 can turn a messy loom walkthrough into a clean sop a brand-new hire could follow.
- numbers, spreadsheets, or billing make you nervous.
- quickbooks · clickup (or monday / asana / airtable) · google workspace · slack · mercury · whop · square · pandadoc · claude / ai tools · gohighlevel (a plus) · tax-strategy knowledge (a plus)800–$1,500 usd/month · full-time · remote · latamsubmit a loom video (5 minutes max) answering: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?
screen-share your actual clickup / asana / calendar setup and walk me through how you keep yourself and others on track.