Remote Executive Administrative Assistant

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Position Details

• Location: Remote from Latin America
• Position Type: Full-time
• Salary: $2,000 - $3,500 USD/month
• Schedule: 7:30 AM - 5:30 PM Mon - Thurs; 8:00 AM - 12:00 PM Fridays

Our Client

Our Client is a leading construction firm committed to delivering high-quality, profitable, and safe projects across various sectors. They pride themselves on an entrepreneurial spirit and a "customer-first" philosophy, ensuring that every project meets or exceeds expectations. Based in the United States, they provide a first-class professional environment where professional behavior, development, and core values are the foundation of their success.

Job Overview

Our Client is seeking a high-energy, self-reliant Executive Administrative Assistant to provide advanced-level support to the CEO, President, and other C-level executives. This is a pivotal role that requires a true "Executive Partner" mindset. The successful candidate will act as a strategic liaison, managing complex data, high-stakes calendars, and confidential information with absolute discretion. This position is designed for an administrative professional who can anticipate needs, adapt processes on the fly, and represent the executive leadership team with polished professionalism.

Key Responsibilities

Executive Partnership & Liaison

• Serves as the primary administrative partner for the CEO and President, building a deep understanding of their daily priorities and communication styles.
• Acts as a liaison between the executive suite and internal/external stakeholders, maintaining a positive company image through sound judgment.
• Handles highly sensitive and confidential information related to company operations and strategic decisions.
• Manages multiple executive email accounts and follows up on all open topics and deliverables.

Complex Schedule & Travel Management

• Controls multiple executive calendars, using expert judgment to prioritize meetings and resolve conflicts.
• Leads the regular cadence of leadership meetings and quarterly business reviews, including agenda development.
• Coordinates end-to-end travel logistics, including the formulation of detailed itineraries and anticipation of travel needs.
• Manages and submits detailed expense reports using platforms such as Sage Paperless and E-Capture.

Engagement & Board Coordination

• Facilitates Board and Committee engagement by tracking minutes, managing policies, and preparing accurate Board materials.
• Creates and maintains an annual calendar of meetings aligned with the organization's fiscal year lifecycle.
• Coordinates high-level events, including business dinners, board meetings, and team offsites.

Office & Staff Support

• Acts as a point of contact for office management, communications, and emergency protocols.
• Supports the onboarding and offboarding of employees in coordination with outsourced HR partners.
• Prepares executives for meetings and presentations with necessary research, briefing materials, and support documents.

Qualifications, Skills, and Key Competencies

Required Qualifications

• Experience: 5-10+ years of professional experience in an Executive Assistant or high-level administrative role.
• Technical Proficiency: Expert knowledge of Microsoft Office (PowerPoint, Excel, Word), SharePoint, and collaboration tools like MS Teams.
• Project Management: Proven experience in planning and leading strategic initiatives and managing complex event coordination.
• Communication: Exceptional written and verbal communication skills; ability to interface with external C-suite clients and board members.
• Attributes: A proactive "anticipator" who thrives with minimal supervision and can manage multiple competing priorities with high attention to detail.
• Education: BS/BA degree (or equivalent professional experience) is preferred.

Preferred Qualifications

• Experience working across international borders or within matrixed organizational structures.
• A passion for supporting internal communication initiatives.
• Familiarity with Sage Paperless, E-Capture, or similar financial/expense management software.

Benefits

• Entrepreneurial Culture: A position that recognizes and rewards self-reliance and initiative.
• Work/Life Balance: A structured schedule that includes a half-day on Fridays.
• Professional Impact: Direct involvement in pivotal strategic initiatives and operational models.
• Remote Flexibility: Opportunity to support high-level US executives from a remote environment.

Application Disclaimer

To ensure a fair and efficient hiring process, all applications must meet the mandatory requirements listed in the job description.

• Voice/Video Recording is REQUIRED: Your application CANNOT be considered without a voice or video recording. It must be at least 30 seconds long and in English. Submissions in any other language or missing a recording will be automatically disqualified.
• Mandatory Knockout Questions: Each application includes knockout questions designed to verify minimum qualifications.
• Apply Wisely: To maintain fairness, please apply to no more than three jobs and only if you fully meet the listed qualifications.
• Check Your SPAM Folder: All important updates will be sent via email, so be sure to check your inbox and spam/junk folders.