Location: Remote (Mexico)
Position Type: Full-time
Salary: $1,100–$1,600 USD gross per month (based on experience)
Schedule: Monday to Friday (business hours aligned with the firm’s operations)

About the Opportunity

Talentum Union has partnered with a U.S.-based accounting firm, a growing U.S.-based accounting and advisory firm that works primarily with nonprofits and mission-driven organizations. The firm places a strong emphasis on systems, workflows, and timely communication to deliver high-quality service to its clients.

This is a key internal role within the organization. As Administrative Assistant, you will help ensure smooth daily operations, strong follow-through, and well-managed systems that support both leadership and clients. This is a long-term, full-time opportunity for someone who enjoys organization, ownership, and proactive problem-solving..

Position Overview

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant based in Mexico to manage the firm’s internal systems, communications, and operational workflows.

This role is ideal for professionals with 1–3 years of experience who enjoy building structure, maintaining clarity across multiple tools, and ensuring that nothing falls through the cracks. You will take ownership of the firm’s workflow platform (Canopy), CRM system (ActiveCampaign), email responsiveness, and contractor coordination.

You’ll work closely with leadership and play a central role in keeping the business running efficiently and professionally.

Key Responsibilities

Workflow & Task Management (Canopy)

• Fully manage and maintain Canopy as the firm’s primary workflow system.

• Update, assign, and organize tasks based on priorities and deadlines.

• Conduct weekly system reviews to ensure:

• No overdue or forgotten tasks
• Accurate deadlines and task ownership
• Active progress across all workflows

• Proactively flag risks, delays, or bottlenecks and follow up accordingly

Email & Communication Management

• Monitor the company inbox daily
• Ensure no email goes more than 24 hours without a response
  
• Draft responses when appropriate and escalate messages requiring leadership input
  
• Organize inboxes for clarity, tracking, and efficiency
  
• Support phone call follow-ups and internal communications

Contractor & Vendor Coordination

• Serve as the primary point of contact for outsourced contractors (IT, HR, etc.)
• Track assignments, deadlines, and deliverables
• Ensure clear communication and timely completion of work
• Follow up on outstanding items and escalate concerns when needed

CRM Management (ActiveCampaign)

• Maintain and manage ActiveCampaign as the firm’s CRM
• Ensure contacts are added accurately and consistently
• Maintain clean records, lists, and tagging systems
• Build and manage automations and workflows for:
• Potential clients
• Current clients
• Follow-ups and status tracking
• Ensure the CRM actively supports business development and client communication

Qualifications

• 1–3 years of experience in an administrative, operations, or support role
  
  
• Strong organizational and time management skills
  
  
• Comfort working across multiple systems and digital tools
  
  
• Experience managing email inboxes and follow-ups
  
  
• Experience with CRM platforms (ActiveCampaign preferred)
  
  
• Excellent written communication skills
  
  
• High attention to detail and accountability
  
  
• Ability to work independently, proactively, and with minimal supervision

30-60-90 Day Success Plan

First 30 Days – System Mastery & Foundation

• Full working knowledge of Canopy
  
  
• Review, clean up, and organize all existing tasks
  
  
• Canopy automations set up and actively used
  
  
• Weekly task review system established
  
  
• Confident, independent use of Canopy

Outcome: Canopy is fully owned, organized, and actively managed.

First 60 Days – CRM & Workflow Optimization

• Full ownership of ActiveCampaign
  
  
• CRM clean, accurate, and well-structured
  
  
• Automations and workflows built for leads and clients
  
  
• Independent CRM management

Outcome: ActiveCampaign reliably supports lead tracking and client communication.

First 90 Days – Full Role Ownership

• Independent management of:
• Canopy
• ActiveCampaign
• Email responsiveness
• Communication follow-ups

• Ability to anticipate needs and solve problems proactively
  
• Minimal oversight required

Outcome: The Administrative Assistant operates as a trusted, autonomous extension of leadership.

What We Offer

• 100% remote position (Mexico-based)
  
  
• Gross monthly salary of $1,100–$1,600 USD, based on experience
  
  
• Full-time, long-term opportunity

• Direct collaboration with firm leadership
  
  
• Clear systems, expectations, and success metrics
  
  
• Professional, structured, and mission-driven work environment

• Opportunity to grow into expanded operations or management responsibilities