Administrative Assistant

Pavago; Colombia; A distancia; COP 30.000.000 - 60.000.000; Jornada completa

Descripción de la vacante

A staffing and recruiting firm is seeking an Executive Assistant to provide high-level support to senior executives. The role requires 3+ years of experience, proficiency in Microsoft Office and Google Workspace, and strong communication skills. Responsibilities include managing executive calendars, coordinating travel, and drafting communications. This position is full-time and remote, based in Colombia.

Formación

• 3+ years of experience supporting senior executives.
• Experience managing complex calendars and travel itineraries.
• Excellent written and verbal communication skills.
• Experience managing complex calendars and travel itineraries.
• Excellent written and verbal communication.

Responsabilidades

• Manage complex executive calendars and travel logistics.
• Draft and send communications on behalf of executives.
• Coordinate domestic and international travel arrangements.
• Draft, proofread, and send emails or memos on behalf of executives.
• Screen calls and messages, escalating only what requires executive attention.
• Coordinate domestic and international travel and detailed itineraries.
• Prepare agendas, briefing documents, and collect background materials.
• Record minutes and track action items with follow‑ups.
• Support onboarding/off‑boarding of senior staff as needed.

Conocimientos

Highly organized

Detail-oriented

Strong communication

Proactive problem-solver

Herramientas

Microsoft Office

Google Workspace

Jobber

Slack

Zoom

Notion

Asana

Descripción del empleo

Executive Assistant (EA)

Position Type: Full‑Time, Remote

Working Hours: U.S. client business hours (with flexibility for executive schedules, travel, and urgent needs)

About the Role

Our client is seeking an Executive Assistant to provide high‑level administrative and operational support to senior executives. This role goes beyond basic admin tasks — the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities.

Responsibilities

• Manage complex executive calendars, including internal and external meetings, travel, and events.
• Anticipate conflicts, prioritize requests, and optimize time usage.
• Schedule across multiple time zones using Outlook or Google Calendar.
• Draft, proofread, and send emails or memos on behalf of executives.
• Screen calls, messages, and requests, escalating only what requires executive attention.
• Serve as a liaison between executives, employees, clients, and partners.
• Prepare agendas, talking points, and briefing documents for meetings.
• Collect and synthesize background materials ahead of meetings.
• Record minutes, track action items, and ensure follow‑up.
• Coordinate domestic and international travel (flights, hotels, transportation).
• Prepare detailed itineraries and handle last‑minute changes.
• Process reimbursements and expense reports.
• Assist with research, data gathering, and report preparation.
• Track progress on executive priorities and initiatives.
• Maintain organized digital filing systems.
• Manage document version control and approvals.
• Support onboarding or off‑boarding of senior staff as needed.

Ideal Candidate

• Highly organized, detail‑oriented, and proactive.
• Strong communicator with professional polish.
• Able to anticipate needs and problem‑solve independently.
• Comfortable working in fast‑paced, high‑pressure environments.

Required Experience & Skills (Minimum)

• 3+ years of experience supporting senior executives.
• Proficiency with Microsoft Office and Google Workspace.
• Proficiency with Jobber as a CRM.
• Experience managing complex calendars and travel itineraries.
• Excellent written and verbal communication.

Ideal Experience & Skills

• Prior experience in high‑growth startups, professional services, or executive‑level support roles.
• Familiarity with collaboration tools (Slack, Zoom, Notion, Asana).
• Experience handling sensitive or confidential information.
• Background supporting multiple executives simultaneously.

Typical Day

• Review the executive’s calendar and prepare briefing notes for the day.
• Screen emails and calls, flagging urgent items and drafting responses where appropriate.
• Coordinate meetings and logistics, ensuring agendas, materials, and follow‑ups are clear.
• Manage travel plans and expense reports when required.
• Track executive priorities, following up with team members to ensure deliverables are met.
• Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow’s agenda.

Key Metrics For Success (KPIs)

• Calendar accuracy and minimized conflicts.
• Timely communication and follow‑up on executive priorities.
• High satisfaction from executives and stakeholders.
• On‑time completion of expense reporting and travel logistics.
• Reduced administrative burden on executives (measured by time freed).

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario)
• Client Interview with Executives
• Offer & Background Verification

Job Details

• Seniority Level: Mid‑Senior level
• Employment Type: Full‑time
• Job Function: Administrative
• Industries: Staffing and Recruiting
• Location: Bogota, D.C., Capital District, Colombia (Remote)

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