Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive, high-level support to the CEO of a professional services organization. This role combines executive and administrative support with light marketing coordination, requiring excellent communication skills, strong judgment, and the ability to anticipate needs in a fast-paced environment.

Duties / Tasks to perform

Executive Support

• Manage the CEO’s calendar, including meetings, appointments, and travel arrangements.
• Plan and coordinate annual one-on-one calls, maintain detailed records, and share actionable follow-ups.
• Prepare meeting materials, reports, presentations, and professional correspondence.
• Screen and direct calls and inquiries with professionalism and discretion.
• Handle travel logistics (flights, accommodations, ground transportation).
• Manage expense reports and reimbursement processes.
• Support Account Managers by identifying appointments, anniversaries, and key client details to strengthen relationships.
• Organize visits to prospective clients in Vancouver and nearby cities.
• Support the CEO in generating referrals within professional networking groups.
• Grow the CEO’s LinkedIn network by sending daily connection invitations within platform limits.

Administrative Support

• Maintain confidential files, records, and sensitive information.
• Prepare agendas, minutes, and follow-up items for meetings.
• Manage virtual office tools and supplies as needed.
• Complete forms, applications, and administrative requests accurately and on time.

Project & Research Support

• Assist with special projects, including research, data analysis, and report preparation.
• Research new products, services, and regional events (British Columbia and Washington).
• Support event planning and logistics.

Communication & Relationship Management

• Build and maintain strong relationships with internal and external stakeholders.
• Represent the CEO with integrity, diplomacy, and professionalism across all communication channels.
• Oversee birthday and anniversary communications and ensure timely follow-ups.
• Manage professional networking correspondence, including scheduling one-on-one meetings.

Marketing Support

• Coordinate with the marketing team on value-driven initiatives for networking group members.
• Support personalized LinkedIn outreach and messaging templates in collaboration with marketing.

Requirements

• Proven experience as an Executive Assistant or similar role supporting C-level executives.
• Strong enthusiasm for using AI tools to enhance productivity and workflows.
• Exceptional organizational, time-management, and prioritization skills.
• Excellent written and verbal communication skills in English and Spanish (fluency required).
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.
• High attention to detail, accuracy, and confidentiality.
• Ability to work independently, anticipate needs, and take proactive initiative.
• Strong problem-solving and decision-making abilities.
• Experience managing executive schedules, travel arrangements, and logistics.
• Adaptability and flexibility in a dynamic, fast-paced environment.
• Solid understanding of LinkedIn and professional networking best practices (preferred).

Schedule: Monday through Friday from 10:00 AM to 7:00 PM (VET).

Benefits

• Competitive pay in US Dollars.
• You'll get to work with some amazing, respected business professionals.
• We really value and encourage input from our team members.
• We offer different payment methods (Zelle, Face Bank, Binance)
• You'll get paid every two weeks
• We'll provide you with the necessary equipment to work: Laptop, headset, mouse, and mouse pad.
• Birthday and work anniversary celebrations.
• Alliances with many brands grant extra benefits to freelancers.
• Weekly recreation dynamics that foster a healthy work environment.

📌 Before You Apply, Please Read:

At Freelance Latin America, we’re excited to connect you with meaningful remote opportunities. However, we want to be clear:

⏰ These are professional roles with set schedules defined by the client.
Consistent availability is expected. You will have a set work schedule determined by the client, and you are expected to be present during those hours.

🤝 You will be part of the client’s team.

You’ll follow their company guidelines, communication practices, and workflows, ensuring seamless collaboration.

📈 KPIs and goals matter.

Your performance will be measured to ensure alignment with client expectations and project objectives.

🧑‍🏫 Training may be required.

You might need to complete training to fully understand your role, tools, and client processes.

🎯 Commitment and responsibility are essential.
We work with clients who rely on your dedication to deliver consistent, high-quality results. This is key to building trust and long-term partnerships.

🚀 Ready to grow your career with us?

Apply only if you are ready to commit, learn, and take ownership of your role.

Originally posted on Himalayas