Executive Assistant

InterSystems; Santiago; Presencial; CLP 13.392.000 - 22.320.000; Jornada completa

Descripción de la vacante

InterSystems in Chile is seeking an Executive Assistant to support the Country Manager onsite in Ciudad Empresarial, Huechuraba. The role provides comprehensive executive and administrative support to C‑level executives in a fast-paced international setting, managing complex schedules, coordinating travel, and handling confidential communications.

The successful candidate will be fluent in English and Spanish, proficient with MS Office and collaboration tools, and capable of coordinating

Formación

• 5+ years supporting senior leaders in multinational environments.
• Fluent in English and Spanish, written and spoken.
• Advanced proficiency with Outlook, Word, Excel and PowerPoint.
• Experience coordinating complex travel and corporate events.
• Excellent organizational, prioritization, and time management skills.
• Strong interpersonal and communication skills across all levels of the organization.
• Ability to work under pressure and adapt to changing priorities.

Responsabilidades

• Manage dynamic calendars for the Country Manager and designated executives, including meetings and strategic activities.
• Coordinate internal and external meetings with agenda prep, logistics, briefing materials, and follow-up.
• Act as liaison between executives and stakeholders, ensuring timely follow-up.
• Screen and manage correspondence with professionalism and confidentiality.
• Prepare presentations, reports, and executive documents as required.
• Coordinate domestic and international travel arrangements and itineraries.
• Handle travel changes and related logistics efficiently.
• Coordinate logistics for visiting executives, leadership meetings, and events.
• Provide support for conferences and internal activities.
• Take meeting minutes and ensure follow-up on actions.
• Draft, proofread and review communications in English and Spanish.
• Maintain confidential records and filing systems with discretion.
• Support expense reporting, invoicing, and purchase orders.
• Collaborate with HR, Finance, IT, Facilities, Sales and regional/Global teams.
• Assist internal communications and process improvements.
• Provide flexible support on ad-hoc projects.

Conocimientos

Bilingual English/Spanish

Calendar management

Travel coordination

Communication skills

Cross-functional collaboration

Herramientas

Microsoft Office Suite

Teams

Zoom

SharePoint

Descripción del empleo

Executive Assistant to Country Manager

Location: Ciudad Empresarial, Huechuraba, Región Metropolitana (on-site)

The Executive Assistant will provide comprehensive executive and administrative support to the Country Manager and other C‑Level executives in Santiago, Chile. The position requires a highly organised, proactive, and service‑oriented individual with excellent communication skills, strong business judgement, and the ability to manage multiple priorities in a fast‑paced international environment. The successful candidate will play a key role in ensuring smooth day‑to‑day operations, managing complex schedules and executive priorities, coordinating business activities, and supporting internal and external stakeholder engagement with professionalism, discretion, and attention to detail.

Key Responsibilities

• Manage dynamic calendars for the Country Manager and designated executives, including meetings, appointments, and strategic business activities.
• Coordinate internal and external meetings, including agenda preparation, logistics, briefing materials, and follow‑up on action items.
• Act as a liaison between executives and internal/external stakeholders, ensuring effective communication and timely follow‑up.
• Screen, prioritise, and manage correspondence, emails, calls, and requests with a high level of professionalism and confidentiality.
• Prepare presentations, reports, meeting materials, and executive documentation as required.
• Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, visas, itineraries, and travel documentation.
• Manage travel‑related changes and logistical issues efficiently and proactively.
• Coordinate logistics and support for visiting executives, leadership meetings, customer meetings, and company events.
• Provide support for conferences, workshops, off‑site meetings, and internal corporate activities.
• Take meeting minutes when required and ensure appropriate follow‑up on key actions and deliverables.
• Draft, proofread, and review professional communications and documentation in English and Spanish.
• Maintain accurate records, filing systems, and confidential documentation with the highest level of discretion.
• Support expense reporting, invoice coordination, purchase orders, and other administrative processes as required.
• Collaborate closely with cross‑functional teams including HR, Finance, IT, Facilities, Sales, and Regional/Global teams.
• Support internal communications, operational coordination, and administrative process improvements.
• Provide flexible support on ad‑hoc projects and business priorities as assigned.

Qualifications

• 5+ years of experience supporting senior leadership or C‑Level executives in multinational or fast‑paced corporate environments.
• Advanced bilingual proficiency in English and Spanish, both written and spoken.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Teams, Zoom, and SharePoint.
• Experience coordinating complex travel arrangements, executive meetings, and corporate events.
• Excellent organisational, prioritisation, and time management skills, with the ability to manage multiple responsibilities simultaneously.
• Excellent interpersonal and communication skills, with the ability to interact effectively with all levels of the organisation.
• Ability to work under pressure and respond effectively to changing priorities.

Key Competencies

• Proactive mindset with the ability to anticipate executive and business needs.
• Strong attention to detail and excellent organisational skills.
• High level of professionalism, discretion, and confidentiality.
• Strong problem‑solving skills with a proactive and adaptable approach.
• High emotional intelligence and ability to build effective working relationships across teams and organisational levels.
• Strong team player with a collaborative mindset and positive approach to teamwork.
• Strong cultural awareness and adaptability within international environments.

Esta oferta se enmarca en la Ley N°21.015 de Inclusión Laboral de Personas con Discapacidad. InterSystems promueve la igualdad de oportunidades y la no discriminación en todos sus procesos de reclutamiento y selección, asegurando procesos inclusivos y accesibles, en conformidad con la normativa laboral vigente en Chile.