Executive Assistant

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:

Our client is a pioneering company in the cookware industry renowned for its innovative hybrid cookware, which combines the best features of stainless steel and nonstick surfaces. This unique approach results in durable, versatile, and easy-to-clean cookware that offers exceptional performance and longevity. They are committed to providing top-quality products backed by a lifetime warranty, making them a favoured choice among home cooks and professional chefs. By joining our client, candidates will become part of a forward-thinking team dedicated to revolutionising home and professional cooking experiences.

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 logistical 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)
• Proficient in project management tools such as Notion, Asana, Trello, or Monday.com for effective task management and project tracking. (Must Have)
• Competency in CRM software (e.g., Salesforce, HubSpot) for client management and interaction tracking. (Nice to Have)