**Job Description** **Position:** **Executive Assistant** **Classification:** **Contractor** **Immediate Supervisor: CEO/Presidents** **Revision Date:** **September 2025** **General Description** The Executive Assistant is responsible for providing high-level administrative support to company owners, managing operational and strategic tasks that facilitate organization, communication, and follow-up on key projects. This position requires discretion, organization, proactivity, and efficient time management to ensure task completion in a remote environment. **Core Responsibilities** * Coordinate schedules, virtual meetings, and calls, ensuring preparation and distribution of necessary materials. * Manage correspondence, emails, and documents, prioritizing and routing information according to its relevance. * Prepare reports, minutes, presentations, and other confidential administrative documents. * Follow up on assigned projects, ensuring compliance with deadlines and deliverables. * Coordinate administrative processes such as payments, budgets, and authorized purchases. * Organize and maintain updated and secure digital files. * Serve as a communication liaison between owners and other departments, clients, suppliers. * Monitor indicators and prepare executive summaries to support decision-making. * Propose improvements to administrative processes to optimize resources and time. ### **1\. Technical Competencies** * **Remote administrative management:** * Ability to organize schedules, coordinate meetings, and manage multiple projects effectively in a digital environment. * **Technology and digital tools:** + Proficiency in Microsoft Office, videoconferencing platforms (Zoom, Teams, Google Meet), and project management tools such as CRM, Zoho, Planner, etc. * **Document management:** + Skill in creating, reviewing, and maintaining digital documents with accuracy and order. ### **2\. Behavioral Competencies** * **Organization and priority management:** * Ability to handle high-volume tasks and meet tight deadlines. * **Effective communication:** + Clarity and assertiveness in written and verbal communication, especially in virtual environments. * **Self-management and proactivity:** + Ability to work independently, anticipate needs, and propose solutions. - **Confidentiality and ethics:** + Proper handling of sensitive information and commitment to integrity. - **Attention to detail:** + Precision in preparing documents, reports, and presentations. ### **3\. Strategic Competencies** * **Critical thinking:** + Ability to analyze information and propose recommendations that support decision-making. + **Adaptability:** + Flexibility to adjust to changes in priorities and owner needs. + **Time management:** + Effective organization to balance operational and strategic tasks. **Minimum Job Requirements** **Education / Experience** * Education: Bachelor's degree in Business Administration, Management, or related fields. * Experience: Minimum of 3 years in executive administrative support roles. Technical knowledge: * Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). * Experience with remote collaboration tools (Zoom, Teams, Google Workspace, Zoho, etc.) * Ability to manage digital files and task management platforms. Availability to work outside regular hours, if necessary. * **Competencies and skills:** * Organization and management of multiple priorities. * Effective oral and written communication in Spanish and English. * Proactivity and ability to work with minimal supervision. * Handling of confidential information with ethics and discretion. * Ability to work under pressure and meet tight deadlines. **Physical Demands** * Work performed primarily in a remote office environment. * Prolonged sitting at a computer (6 to 8 hours daily). * Frequent use of keyboard, mouse, and other office equipment. * Possible need for repetitive hand and wrist movements. * Ability to participate in video calls or virtual meetings. * Occasional movement of documents or lightweight equipment (less than 10 pounds). * Minimal exposure to physical risk factors, as the position is non-operational. **Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.** **This document is subject to change at any time.**