Executive Assistant to the CEO

Published: February 28, 2021
Location
San Juan, PR, Puerto Rico
Job Type
Job Code
23832
Years of Experience
8
Salary
Commensurate to experience
Travel
No
Education
Bachelor’s Degree
Contact
Flavia Aguilera
Contact Email
faguilera@careersincpr.com

Description

Summary:

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.

Responsibilities:

  • 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.

Requirements

  • 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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