Executive Assistant
- Accepting Applications Closed
- US Company | Large (251-500 employees)
- Argentina, Brazil, Colombia, Mexico, Paraguay, Chile, Peru, Costa Rica, Uruguay (100% remote)
- 1+ years
- Short-term · 6 months · 40h/week
- Enterprise software
- Full Remote
- C1
Required skills
- Microsoft Office
- Microsoft SharePoint
- Navan Concur
Requirements
Must-haves
- 1+ years of administrative experience supporting multiple executives
- Highly skilled in calendar management
- Highly skilled in travel coordination
- Experience with travel and expense tools (e.g. Navan Concur, etc.)
- Ability to handle confidential information with tact and discretion
- Experience in a team environment, demonstrating tact, discretion, flexibility, and diplomacy
- Experience with Microsoft 365 tools (e.g. Outlook, Word, PowerPoint, Teams, SharePoint, OneNote, etc.)
- Experience with project management and cross-team coordination
- Ability to manage time and prioritize competing tasks under tight deadlines
- Ability to work autonomously and adapt quickly as priorities and processes change
- Availability to work during US Eastern Time business hours
- Strong communication skills in both spoken and written English
What makes you stand out
- Expert calendar management and travel coordination for senior executives
- Strong project management and large-meeting execution
- Builds presentation decks proactively, without waiting to be asked
- Anticipates the CEO’s needs, with his day, materials, and content ready in advance
Nice-to-haves
- Startup experience
- Experience in high-growth or transformational environments
- Experience with Visio
- Bachelor’s Degree in Business, Communications, or equivalent
What you will work on
- This is a full-time role (40 hours/week) for a 6-month contract
- Manage the CEO’s and executives’ calendars, organizing meetings and events and solving conflicts
- Prepare daily schedules, briefings, and presentations so the CEO is ready for each meeting
- Schedule meetings, prepare agendas and materials, and follow up on action items
- Plan travel by booking flights, hotels, and ground transportation and building itineraries
- Track and manage expenses for the executive team
- Draft and manage emails, memos, and internal and external correspondence
- Act as a discreet point of contact between executives and teams during organizational change
- Conduct research and create reports on topics requested by executives
- Organize files, records, and databases, keeping confidential information secure
- Identify and implement process improvements that increase efficiency
- Cover for the Senior Executive Assistant and support other administrative staff when needed
- Assist with special projects and general administrative needs
- What success looks like in the first 30 days:
- Builds working relationships with the CEO and supported executives, and learns their preferences, priorities, and communication styles.
- Takes ownership of the CEO’s calendar, travel, and expense tracking with minimal hand-holding.
- Becomes proficient in LabConnect’s systems and tools (Microsoft 365, Teams, SharePoint, Navan Concur or similar).
- What success looks like in the first 90 days and beyond:
- Operates autonomously, anticipating executive needs rather than waiting for direction.
- The CEO starts each workday with schedule, materials, and content prepared.
- Meeting action items are tracked and followed through to completion.
- Serves as a steady, discreet point of communication between executives and teams during a period of change.
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Executive Assistant
LATAM · 100% Remote Short-term · 6 months · 40h/week 1+ years
- Microsoft Office
- Microsoft SharePoint
- Navan Concur
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