Location: Remote (LATAM)

Rate: $1,600 - $2,100/month

Benefits: PTO and Holiday Calendar

Company: BrandStar

ABOUT THE COMPANY

BrandStar is a full service marketing and production company that builds brands through branded television, video production, and integrated marketing. The group produces national shows for networks including Lifetime, Fox, and Bloomberg, operates LED volume studios in Florida and Hollywood, and runs a digital division covering paid media, SEO, social, email, and CRM. The digital team is compact, senior, and distributed, and it is currently rebuilding how it works around AI, with leadership personally driving that rollout.

WHAT WE'RE LOOKING FOR

An experienced Operations Assistant who becomes the organizational backbone for two leaders running a digital agency division. You will manage priorities, keep projects moving, maintain the systems the business runs on, and support a company wide AI initiative. This is an internal role with no client facing work and no production work. It suits someone who is proactive, direct, and comfortable telling a busy executive what needs attention today.

IN THIS ROLE, YOU WILL

• Manage a running priority list for the division president and follow up until items are closed.
• Support execution of leadership initiatives and cross functional projects, including preparing materials and coordinating meeting logistics.
• Track action items from leadership discussions and drive them to completion.
• Support the company wide AI initiative, including documenting workflows and measuring efficiency gains for leadership reporting.
• Keep the HubSpot deal pipeline accurate and support prospect and pipeline coordination.
• Prepare and track proposals and contracts in PandaDoc.
• Document and maintain SOPs for account operations and internal workflows.
• Coordinate hiring and onboarding logistics for the distributed team, working with internal HR and IT.
• Manage vendor and contractor coordination, including rate tracking, hours reconciliation, and payment scheduling.
• Support administrative operations in the agency ERP, including time tracking coordination and vendor invoice entry.

YOU'LL SUCCEED IF YOU HAVE

• 2+ years in operations, executive support, or administrative management, ideally inside a marketing, creative, or professional services agency.
• Proven ability to juggle competing priorities across two senior stakeholders without dropping items.
• An over communicating working style: clear status updates, early flags, and questions asked until direction is genuinely clear.
• Comfort redirecting a busy executive back to the two things that matter today.
• Hands on experience with AI tools, ideally Claude, applied to real documentation, reporting, or workflow automation.
• Working knowledge of a CRM and an e-signature or proposal tool, ideally HubSpot and PandaDoc.
• Strong Microsoft Office skills, including Outlook, Teams, and SharePoint.
• Excellent written and spoken English, plus discretion with leadership level and confidential information.

NICE TO HAVE

• Experience with an agency ERP or project management system such as Workamajig.
• Experience building automations or integrations with tools such as Zapier or Make.
• Exposure to contractor or offshore team coordination, including hours and payment tracking.
• Familiarity with creative and digital agency terminology and workflows.

WHY JOIN THIS TEAM

You sit directly with the leaders of the division, see how every part of a marketing and production business runs, and have real influence over the systems and processes the team uses daily. Leadership is investing seriously in AI and wants someone who will help build that, not just follow instructions. The prior person in this seat grew from assistant to running offshore operations over four years.

TOOLS WE USE

Microsoft Outlook, Teams, and SharePoint, HubSpot, PandaDoc, Workamajig, and Claude (Claude Enterprise, projects, and skills).

ABOUT TALENT SCOUT

Talent Scout connects top creative, marketing, and operations professionals across Latin America with leading U.S. brands and agencies. We specialize in long-term, full-time placements, meaning that when you join through Talent Scout, you're not stepping into a freelance or temporary role — you're becoming a valued member of a client's team, with support every step of the way.

To learn more about working with Talent Scout, please visit our Careers Page and follow us on LinkedIn and Instagram