Executive Assistant

Executive Assistant

Job Objective

To provide high-level executive and administrative support, ensuring efficient management of schedules, meetings, travel, communication, and follow-up on commitments.

We are looking for a highly organized, resourceful, and discreet individual, with the ability to anticipate needs, handle multiple priorities, and facilitate the efficient daily operation of the Management office.

Main Responsibilities

• Manage and coordinate a dynamic executive agenda, prioritizing meetings, commitments, and activities according to their level of importance.
• Coordinate internal and external meetings with clients, partners, suppliers, and work teams.
• Follow up on agreements, pending items, and commitments derived from meetings.
• Anticipate schedule conflicts, logistical needs, and issues requiring attention.
• Coordinate national and international travel, including flights, lodging, transportation, and itineraries.
• Prepare information, documents, presentations, and materials necessary for meetings.
• Manage communications, calls, emails, and requests, identifying priorities and channeling each topic to the corresponding people.
• Maintain constant communication and coordination with different areas of the organization.
• Support the organization of executive meetings, events, and corporate activities.
• Manage expense reports, expenses, reservations, and other administrative processes.
• Keep relevant documentation and information organized and available.
• Handle sensitive and confidential information with absolute discretion.
• Proactively follow up on tasks and commitments until their closure is ensured.
• Resolve unforeseen events and last-minute changes with speed and judgment.

Required Profile

Education: Completed Bachelor's degree in Administration, International Relations, Communication, Business, or a related field.

Experience:

• 3 to 5 years of experience as an Executive Assistant, Assistant to the Director, Personal Assistant, or similar positions.
• Experience providing support to executive positions.
• Experience managing complex agendas and multiple priorities.
• Desirable experience in technology companies, telecommunications, or dynamic corporate environments.

Knowledge and Tools

• Microsoft Office, especially Outlook, PowerPoint, Word, and Excel.
• Advanced management of calendars and collaboration tools.
• Organization of national and international travel.
• Preparation and follow-up of minutes and agreements.
• Preparation of executive presentations and documents.
• Management of expenses and expense reports.
• Advanced English, ideally conversational and written.

Key Competencies

• Organization and attention to detail.
• High sense of urgency.
• Proactivity and anticipation.
• Discretion and confidentiality.
• Executive communication.
• Excellent service attitude.
• Ability to prioritize.
• Follow-up and results orientation.
• Problem-solving.
• Adaptability to change.
• Emotional intelligence and good interpersonal management.

What are we especially looking for?

A person who goes beyond managing a schedule. We are looking for someone capable of understanding priorities, anticipating what is coming, connecting pending items between different people and areas, and ensuring that agreements actually happen.

They must feel comfortable working in a dynamic environment, with last-minute changes, multiple interlocutors, and confidential topics, always maintaining organization, professionalism, and attention to detail.

Success Indicators

• Organization and compliance of the agenda.
• Timely follow-up and closure of agreements.
• Anticipation of needs and conflicts.
• Quality and accuracy of prepared information.
• Efficiency in the coordination of meetings and travel.
• Responsiveness to changes and unforeseen events.
• Confidentiality and professional handling of sensitive information.