Executive Assistant to Chief Executive Officer

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Job Title: Remote Executive Assistant to the CEO (100% Work From Home)

Location: Remote from Latin America but preferably from Colombia

Position Type: Full-time

Salary: $1,600 - 2,000 USD/month paid via Remitly or similar platform + 15 PTO days per year

Schedule: Monday to Friday, start time 7 am EDT, 8 hours shift with flexibility to have meetings with the CEO after working hours with prior notice

Our Client

Our client is in the environmental and civil engineering industry and specializes in providing comprehensive design, assessment, and remediation solutions for a diverse clientele, including commercial developers, educational institutions, transportation agencies, and power utilities. With a focus on supporting, sustaining, and enriching communities, they offer a wide range of services such as site civil and utility design, environmental assessments, transportation planning, and environmental remediation.

Job Overview:

The company seeks a highly organized and discreet Executive Assistant to support the CEO. This critical role involves managing the CEO's busy schedule, handling travel arrangements, coordinating meetings, and managing confidential correspondence. The ideal candidate will possess strong communication and administrative skills and thrive in a dynamic environment.

Responsibilities:

• Administrative Support:
• Managing the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Preparing and organizing meeting agendas, materials, and minutes.
• Handling correspondence, emails, and phone calls on behalf of the CEO.
• Communication:
• Acting as a gatekeeper, screening calls and managing requests.
• Facilitating communication between the CEO and internal/external colleagues
• Drafting and editing documents, reports, and presentations.
• Project Management:
• Coordinating and managing special projects as directed by the CEO.
• Conducting research and compiling data for reports and presentations.
• Logistical Support:
• Organizing and maintaining the CEO’s office and files on the shared drive
• Ensuring the CEO has the necessary materials and information for meetings and events.
• Travel Coordination:
• Arranging travel itineraries, accommodations, and transportation.
• Preparing travel-related documents and ensuring all logistics are handled efficiently.
• Personal Assistance:
• Handling personal tasks and errands for the CEO, which may include managing household staff, scheduling personal appointments, and overseeing private matters.
• Confidentiality and Discretion:
• Maintaining the highest level of confidentiality and discretion regarding sensitive information.
• Managing confidential documents and ensuring secure storage and handling.

Qualifications, Skills, and Key Competencies:

• Experience:
• Minimum 4 years of experience as a personal assistant, executive assistant, or in a similar role, preferably supporting C-suite executives.
• Previous experience working with US Businesses
• Skills:
• Organizational Skills: Exceptional ability to multitask, prioritize, and manage time effectively.
• Communication Skills: Strong written and verbal communication skills. Excellent English level both written and spoken.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Interpersonal Skills: Ability to work with diverse groups and handle various personality types.
• Attributes:
• Discretion: Demonstrated ability to handle confidential information with integrity.
• Flexibility: Willingness to adapt to changing priorities and work beyond regular hours when necessary.
• Problem-Solving: Strong analytical and problem-solving skills.
• Additional Considerations
• Industry Knowledge: Familiarity with the CEO’s industry can be beneficial.
• Network: Having a professional network can help in managing tasks more efficiently.
• Professionalism: Maintaining a high standard of professionalism in all interactions.