Administrative Assistant

This is a fully remote position, open to applicants in Colombia.

📋 Description

• Deliver daily administrative assistance to 4-5 executives, adeptly managing intricate and frequently shifting calendars across various time zones.

• Skillfully prioritize and handle competing requests, ensuring that urgent and high-impact tasks are addressed without delay.

• Supervise executive inboxes, autonomously triaging, flagging, and responding to urgent inquiries.

• Organize a high volume of meetings and appointments, balancing fluctuating priorities and tight deadlines.

• Arrange comprehensive travel logistics and prepare detailed itineraries to guarantee seamless experiences.

• Accurately prepare, reconcile, and submit expense reports.

• Assist the Innovation Leads and Opportunities Pipeline Review, which includes scheduling, logistics, and tracking opportunities.

• Initiate and oversee purchase requests and purchase orders, ensuring precision, compliance, and timely processing.

• Monitor shared inboxes, voicemails, and the Executive fax mailbox, ensuring prompt forwarding to relevant contacts or departments.

• Handle confidential and sensitive information with a high level of professionalism and discretion, safeguarding the integrity and security of all materials at all times.

• Support ad hoc projects and miscellaneous tasks as necessary, including administrative and organizational activities such as file management, document coordination, vendor setup, and invoice processing and follow-ups, as well as process enhancements.

• Oversee contract administration procedures, including coordinating contract execution and maintaining contract records.

• Schedule and coordinate internal training sessions, Advisory Board meetings, and AI Champion forums, handling logistics, materials, stakeholder communication, maintenance of the AI Champion page, and distribution of updates.

• Communicate effectively with both internal and external stakeholders, frequently managing high volumes of communication.

• Anticipate needs and provide proactive solutions to enhance workflows and boost efficiency.

• Function effectively both independently and collaboratively within a team in a dynamic, deadline-oriented environment.

• Foster a positive, supportive, and high-performing team culture.

⛳️ Requirements

• Extensive experience supporting multiple senior leaders or executives in a fast-paced corporate setting.

• Outstanding organizational and time-management capabilities.

• Strong judgment and the ability to prioritize effectively in a high-demand environment.

• Excellent written and verbal communication skills.

• Proficient in Microsoft Office Suite (Outlook, Teams, Excel, Word, PowerPoint, SharePoint, CoPilot).

• High attention to detail with a strong emphasis on accuracy and delivery.

• A proactive, solutions-oriented mindset with a sincere passion for supporting others and driving efficiency.

• Advanced English proficiency (C1 or above) with a proven ability to independently create polished, professional communication. All content, reporting, and correspondence is conducted in English.

🏝️ Benefits

• Contract: Indefinite period