Executive Assistant to the CEO

Published: February 28, 2021
San Juan, PR, Puerto Rico
Job Type
Job Code
Years of Experience
Commensurate to experience
Bachelor’s Degree
Flavia Aguilera
Contact Email



This role requires an individual who is resourceful and can take initiative in the absence of specific direction; must have a positive and pleasant attitude with a general willingness and desire to help others. The ability to work independently, anticipate needs, and prioritize workload are required. In addition, strong organization skills, written and verbal communications skills are a must. The capability to maintain the highest level of professionalism, discretion and confidentiality are crucial to this role.


  • Consolidate, streamline, coordinate and manage several complex calendars (personal and professional) by communicating with several parties and utilizing judgment in the allocation of time between meetings and meeting logistics.
  • Serve as a gatekeeper; helping to optimize CEO’s time.
  • Collect a list of key decisions the CEO needs to make each day, such as: documents to review, important emails, follow ups, invitations, deadlines, reminders, etc.
  • Constantly think of ways CEO’s days can run more smoothly by reviewing his time management and use a data driven approach to make improvements.
  • Plan and arrange extensive personal and professional international and domestic travel, including, but not limited to preparing trip logistics, agendas, meeting materials, and detailed    itineraries.
  • Coordinate and schedule key appointments, meetings, and events with internal and external stakeholders.
  • Assist in drafting and/or editing important documents and presentation materials.
  • Serve as a liaison across teams and work with departments across the firm.
  • Coordinate with a variety of personal contacts such as: accountants, chefs, pilots, and family members.
  • Assist with the organization of longer-term projects, including preparation of project management-related materials.
  • Run ad hoc errands and complete special projects, as assigned.
  • Handle confidential and non-routine information, applying extreme confidentiality and sensitivity in the dissemination of this information.
  • Sort and distribute mail, process expenses through the Firm’s expense report system, Tripsware.


  • Must be prepared, highly responsive, flexible, and available to assist outside of regular business hours.
  • Bachelor’s degree required.
  • 8+ years of professional experience at the executive or personal assistant level in a corporate setting.
  • Aptitude for juggling multiple tasks with superb accuracy.
  • Proven ability to anticipate future needs and prepare accordingly.
  • Excellent calendar management skills and knowledge of today’s most efficient scheduling applications. Household management experience a plus.
  • Openness to a wide variety of tasks on the administrative spectrum (pitching in to accomplish any task dealt).
  • Prior experience supporting C-level executives.
  • Expert knowledge of Microsoft Office products, including proficiency in Excel, Word and PowerPoint.
  • Solid business acumen; experience interpreting and applying various policies to the Partners’ personal interests.
  • Outstanding verbal and written communications skills.
  • Demonstrated initiative and ability to work in a fast paced, constantly changing environment.
  • High degree of integrity and the ability to recognize the requirements of confidentiality.
  • Ability to build and maintain effective relationships.
  • Outstanding organizational, decision making, and problem-solving skills.
  • Ability to handle tight deadlines and last-minute requests.
  • Demonstrated team player and independent thinker.
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