Executive Assistant

hace 2 meses

Bogotá Cundinamarca, Colombia Activate Talent A tiempo completo

**OPEN FOR LATAM**

**FULL TIME**

**REMOTE**

**Position: Executive Assistant**

**Type of contract: Independent contractor**

**Working Hours: 40H M-F PST**

**Work from any corner of LATAM and be a part of the #remoteworkrevolution‼️**

**About our Client**:
**Scope of the role**:
As the Executive Assistant at our client’s company, you will be pivotal in supporting the C-level suite by serving as a central point of contact for clients, partners, and employees. Your responsibilities will include managing communication channels, coordinating schedules, handling administrative tasks, and ensuring the smooth operation of day-to-day activities. This role requires exceptional organisational skills, proficiency in managing confidential information, and the ability to work proactively in a dynamic environment. With a strong focus on efficiency and professionalism, you will contribute to maintaining effective communication and operational excellence within the company.

**Responsibilities**:
**Strategic Communication Management**
- Serve as the executive team’s primary communication hub, ensuring timely and accurate correspondence with clients, partners, and internal stakeholders.
- Prioritise and manage executives’ inboxes, drafting responses and ensuring prompt follow-ups.
- Schedule and coordinate high-level meetings, calls, and video conferences, ensuring all participants are aligned and prepared.

**Executive Calendar and Schedule Management**
- Maintain and optimise executives’ calendars, balancing strategic priorities and operational needs.
- Coordinate comprehensive travel arrangements, including international itineraries, accommodations, and logistics.
- Prepare detailed travel itineraries, ensuring all aspects of business trips are meticulously planned.

**High-Level Administrative Support**
- Manage critical documents, including NDAs, contracts, and legal paperwork, ensuring accuracy and timely processing.
- Oversee the preparation and management of financial documentation, such as invoices and expense reports.
- Support client onboarding processes and maintain meticulous records of sales interactions.

**Strategic Project Coordination**
- Lead and coordinate critical projects as assigned by executives, tracking milestones and ensuring deadlines are met.
- Facilitate cross-departmental collaboration to achieve project objectives, ensuring alignment with company goals.

**Document and Information Management**
- Create, edit, and maintain high-quality documents, presentations, and reports for executive use.
- Oversee the organisation and management of digital and physical filing systems, ensuring easy access to critical information.
- Handle sensitive information with the highest level of confidentiality and security.

**Event Planning and Coordination**
- Plan and execute company events, meetings, and conferences, managing all logístical aspects to ensure success.
- Develop and manage event budgets, delivering cost-effective solutions without compromising on quality.

**Client and Partner Relations Management**
- Manage corporate communications, client gifts, and relationship-building activities.
- Maintaining up-to-date contact lists and CRM systems ensures smooth and effective client and partner interactions.

**Requirements**:

- C1 English level, with excellent verbal and written communication skills (Must Have)
- 5+ years of experience as an Executive Assistant supporting C-level executives in a dynamic, fast-paced environment. (Must Have)
- Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools like Google Calendar or Outlook. (Must Have)
- Experience with document management software such as SharePoint and Google Drive. (Must Have)
- Competency in CRM software (e.g., Salesforce, HubSpot) for client management and interaction tracking. (Nice to Have)

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