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Executive Assistant

hace 2 meses

Bogotá, Colombia Sagan A tiempo completo

Job Title: Executive Assistant - LATAM
Location: Remote (EST Time Zones)
Salary Range: up to 3000 USD

Work Schedule: Monday to Friday, 9:00 AM to 05:00 PM (EST)

NOTE: INDEPENDENT CONTRACTOR POSITION

Company Overview:

Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Discover a world of career possibilities with Sagan.

Position Overview:

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the executive team. This role involves managing complex calendars, handling travel arrangements, preparing documents, and acting as the primary point of contact for internal and external communications. The ideal candidate will have a minimum of 5 years of experience in executive support, preferably in a fast-paced corporate environment, and will be comfortable working independently in a remote setting.

Key Responsibilities:

  • Calendar Management: Maintain and manage the executive team's calendars, including scheduling meetings, appointments, and travel arrangements.
  • Communication Handling: Act as the primary point of contact between executives and internal/external stakeholders. Screen and prioritize emails, calls, and correspondence, drafting responses or delegating where appropriate.
  • Document Preparation: Prepare, proofread, and edit documents, presentations, and reports for executive review. Generate legal documents for signature via platforms like DocuSign and PandaDoc.
  • Travel Coordination: Arrange complex travel itineraries, including flights, accommodations, and transportation for executives.
  • Meeting Coordination: Organize and prepare materials for executive meetings, including agendas, briefing documents, and minutes. Set up virtual meetings and troubleshoot technical issues.
  • Special Projects: Assist in the planning and execution of special projects as directed by the executive team. Conduct research and provide insights to support decision-making.
  • Vendor and Offshore Talent Management: Identify, onboard, and manage vendors and offshore talent to support business operations. Coordinate tasks and monitor performance to ensure high-quality results.
  • Event Planning: Coordinate and manage logistics for company events, executive offsites, and board meetings.
  • Management of Employee Expense Reports and Reimbursements: Oversee the processing and approval of employee expense reports and reimbursements, ensuring accuracy and adherence to company policies.
  • Management of Internal Drive for All Key Documents: Maintain and organize an internal drive for all key documents, ensuring accessibility, security, and proper version control.

Qualifications:

  • Experience: Minimum of 5 years of experience in an executive support role, with a proven track record of managing complex calendars and travel schedules. Experience using software and AI tools to simplify and automate company operations.
  • Skills: Strong organizational and time-management skills, excellent written and verbal communication skills, and proficiency in Microsoft - Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (e.g., Zoom, Teams). Competence in using project management tools and AI-driven solutions is required.
  • Attributes: High level of discretion and confidentiality, ability to anticipate needs and proactively solve problems, and strong attention to detail and accuracy.

Nice-to-Haves:

  • A Bachelor's degree (preferred but not required).
  • Experience managing vendors and offshore talent.
  • Willingness to work US hours and coordinate across multiple time zones.
  • Knowledge of accounting software is advantageous.

Please note: To ensure prompt processing of your application, we kindly request that you submit your resume and intro video in English format.