Executive Administrative Assistant

We are seeking a highly organized, proactive, polished, and exceptionally trustworthy Executive Assistant to provide high-level support to executive leadership.

This is a high-trust, high-responsibility position for someone who can become a true extension of the executive and the company. The ideal candidate will be responsible for managing schedules, communications, meetings, deadlines, client relationships, internal staff coordination, proposals, presentations, travel, documents, and a wide range of executive priorities.

The successful candidate must possess excellent judgment and be comfortable working independently. They will be expected to anticipate needs, identify priorities, protect the executive's time, manage confidential information, follow through on commitments, and ensure important details never fall through the cracks.

The ideal candidate is discreet, dependable, technologically fluent, articulate, highly organized, resourceful, detail-oriented, and comfortable taking ownership without constant direction.

This Is Not a Traditional Administrative RoleWe are looking for someone who can become a trusted extension of executive leadership, not simply someone who completes assigned administrative tasks.

This person should be able to look ahead, recognize what needs to happen next, and take action without always being asked. They will help create structure around the executive's priorities, manage information and systems, track commitments, coordinate people and deadlines, and ensure important tasks move from "needs to be done" to "done."

The right candidate is someone who brings order to complexity, anticipates problems, and takes ownership of getting things done.

Key Responsibilities

Executive Support &

• Calendar Management

- Manage and maintain the executive's daily calendar, appointments, meetings, calls, commitments, and priorities.
- Coordinate internal and external meetings and ensure participants have the necessary information.
- Identify and resolve scheduling conflicts proactively.
- Protect the executive's time and ensure the calendar reflects the company's most important priorities.
- Evaluate meeting and scheduling requests and determine what requires the executive's attention.
- Prepare the executive for upcoming meetings, presentations, calls, and commitments.
- Monitor deadlines and proactively communicate upcoming obligations.
- Anticipate scheduling, logistical, and administrative needs.
- Coordinate personal and professional appointments when requested.

Executive Gatekeeping & • Communication
- Act as a professional gatekeeper for the executive's time, attention, and availability.
- Screen and prioritize incoming requests, calls, meetings, and communications.
- Exercise sound judgment when determining what requires immediate executive attention.
- Handle appropriate matters independently without unnecessarily involving the executive.
- Recognize urgent, sensitive, or high-priority issues and escalate them appropriately.
- Maintain professionalism, discretion, and confidentiality in all interactions.

Email & • Written Communication
- Read, organize, prioritize, and manage the executive's email inbox.
- Identify urgent, important, routine, and non-essential communications.
- Draft and send professional responses on behalf of the executive when appropriate.
- Respond independently to routine communications when authorized.
- Flag issues requiring executive attention and provide concise context.
- Follow up on outstanding emails, requests, commitments, proposals, and deliverables.




- Maintain a polished and professional written communication style.
- Proofread correspondence, documents, presentations, and other materials.
- Maintain strict confidentiality with executive communications.

Client & • External Communication
- Communicate professionally with clients, prospects, vendors, partners, consultants, and other external contacts.
- Draft client correspondence, follow-ups, meeting confirmations, introductions, and other communications.
- Coordinate client meetings and ensure the executive has appropriate background information and materials.
- Assist in maintaining strong client relationships through timely and professional communication.
- Represent the executive and the company with professionalism and sound judgment.
- Determine when matters can be resolved independently and when escalation is appropriate.

Meetings & • Follow-Through
- Schedule and coordinate internal and external meetings.
- Prepare agendas, meeting materials, and briefing information when appropriate.
- Ensure the appropriate participants and information are included.
- Take meeting notes and document decisions and action items when requested.
- Track commitments made during meetings and monitor them through completion.
- Follow up with responsible team members, clients, vendors, and partners.
- Proactively identify items that are falling behind and communicate potential delays.
- Keep the executive informed of important outstanding items.
- Do not wait for the executive to ask for updates.

Internal Staff Coordination
- Help coordinate communication between executive leadership and internal staff.
- Communicate leadership priorities clearly and professionally.
- Follow up with employees regarding assignments, deadlines, meetings, and deliverables.
- Track internal timelines and outstanding responsibilities.
- Coordinate information between departments and team members.
- Help keep projects and administrative priorities moving forward.
- Escalate missed deadlines, concerns, or issues appropriately.
- Maintain discretion regarding confidential employee and company matters.

Proposals, Presentations & • Executive Materials
- Prepare, edit, format, and proofread business proposals, presentations, reports, and executive documents.
- Create polished Microsoft PowerPoint presentations.
- Gather information from internal team members for proposals and presentations.
- Track proposal deadlines and deliverables.
- Maintain proposal and presentation templates.
- Ensure documents are accurate, professional, organized, and consistent with company branding.
- Prepare meeting presentations, briefing materials, reports, and other executive documents.
- Assist with special projects and executive presentations.

Travel & • Event Logistics
- Coordinate business travel, including flights, hotels, transportation, reservations, and itineraries.
- Prepare detailed travel schedules and itineraries.
- Coordinate meetings around travel schedules.
- Manage changes, cancellations, and unexpected travel issues.
- Ensure the executive has all necessary confirmations and information.
- Coordinate special events, conferences, dinners, and business functions as needed.





Project & • Timeline Coordination
- Maintain project timelines and executive priorities.
- Track assignments and deliverables across internal teams.
- Coordinate multiple people, priorities, and deadlines simultaneously.
- Follow up on outstanding tasks and deliverables.
- Maintain status updates for important projects.
- Identify potential bottlenecks and bring them to leadership's attention.
- Help ensure projects remain organized and on schedule.

Financial & • Administrative Support
- Assist with expense reports and receipt organization.
- Assist with credit card reconciliation and expense tracking.
- Coordinate invoices and administrative documentation.
- Organize financial and business records as directed.
- Assist with vendor communications and administrative coordination.
- Maintain accurate and organized documentation for executive and company records.

Document & • Information Management
- Maintain highly organized digital files and executive documents.
- Organize proposals, presentations, contracts, reports, correspondence, and meeting materials.
- Maintain organized shared drives and cloud-based documents.
- Establish and maintain consistent file organization and naming conventions.
- Ensure important information can be located quickly and efficiently.
- Maintain executive contact lists and other important reference information.

Business Systems & • TechnologyThe successful candidate must be highly technologically fluent, comfortable working across multiple software platforms, and able to quickly learn and adapt to new systems.

This role requires someone who enjoys working with technology, organizing information, improving workflows, and finding efficient ways to manage tasks and processes.

The ideal candidate should be comfortable troubleshooting routine technology or workflow issues independently, learning new tools without extensive hand-holding, and maintaining accurate and organized digital systems.

Experience with the following is preferred:

- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Teams
- Microsoft OneDrive
- Microsoft SharePoint
- Apple Mac computers and macOS
- HubSpot or other CRM platforms
- Project management software
- DocuSign or similar e-signature platforms

The ability to quickly learn unfamiliar software and confidently navigate multiple systems is more important than experience with any one specific platform. What We're Looking ForThe adecuado candidate:

- Is highly organized and systematic in their approach to work.
- Has exceptional attention to detail and accuracy.
- Is technologically fluent and comfortable learning new systems.
- Can manage multiple priorities, deadlines, and information streams simultaneously.
- Thinks ahead and anticipates what needs to happen next.
- Is a strong problem-solver who looks for solutions rather than waiting for direction.
- Has excellent written and verbal communication skills.
- Can work independently while keeping leadership appropriately informed.
- Is persistent with follow-up and comfortable holding others accountable for commitments.
- Maintains excellent documentation and organizational systems.
- Handles confidential information with discretion.
- Is dependable and consistent with follow-through.
- Can adapt quickly when priorities change.
- Takes pride in creating order, efficiency, and structure.
- Most importantly, we are looking for someone who can take a complex set of priorities, organize them into a clear system, and make sure nothing gets lost or forgotten.

📌 Executive Administrative Assistant (Colombia)
🏢 RDS Same Day Delivery
📍 Colombia