Administrative Assistant

The Village; Colombia; Remote; COP 46,136,000 - 53,234,000; Full time

Job summary

The Village is seeking an Administrative Assistant to support an executive and the team from a remote LATAM location. You will manage scheduling, travel arrangements, client follow-ups, payment reminders, and keep the CRM up to date.

We value clear communication, meticulous attention to detail, and the ability to stay organized and proactive without constant reminders. Your work will help ensure deadlines are met and important tasks are handled smoothly for the whole team.

Qualifications

• Experience as Administrative Assistant or similar support role.
• Experience managing calendars and coordinating meetings.
• Experience booking flights and organizing travel details.
• Strong written and verbal communication with clients.
• Experience using a CRM and maintaining client data.
• Excellent organizational and follow-up skills.
• Ability to work independently and handle confidential information.

Responsibilities

• Manage executive calendar, schedule meetings, and set reminders.
• Book flights and arrange travel itineraries.
• Coordinate client follow-ups and payment reminders.
• Update CRM with new leads and maintain accurate records.
• Organize files and administrative information.
• Assist with research, data entry, and document prep.
• Flag scheduling conflicts and pending items to the team.
• Support other admin duties as needed.

Tools

CRM software

Job description

Job Title: Admin Assistant

Location: Remote (LATAM)

Compensation: $1,300 - $1,500 (USD)

Please note: All applications must be submitted in English. Resumés must be written in English and the entire interview process will be conducted in English.

Position Overview

We are looking for a reliable and organized Administrative Assistant to support an executive and the wider team with scheduling, travel coordination, client follow-ups, payment reminders, and CRM updates.

This role is best suited for someone who communicates clearly, pays close attention to details, and follows through without needing constant reminders. The Administrative Assistant will help keep daily activities organized and make sure important tasks, client responses, and deadlines do not get missed.

Key Responsibilities

• Manage the executive’s calendar and schedule meetings, appointments, and calls
• Confirm meeting times, participants, links, and other important details
• Monitor the executive’s schedule and provide reminders about upcoming meetings and commitments
• Book flights and assist with other travel arrangements as needed
• Confirm travel details and keep itineraries and booking information organized
• Track client communications and follow up when the team is waiting for a response
• Maintain a clear record of pending client requests, deadlines, and next steps
• Send professional and courteous reminders to clients regarding upcoming or overdue payment schedules
• Keep the team updated on client responses and unresolved itemsEnter leads provided by the team into the company’s CRM
• Review lead information for accuracy and make sure records are complete and up to date
• Update contact details, notes, statuses, and follow-up activities in the CRM
• Organize files, documents, contact lists, and other administrative information
• Assist with basic research, data entry, and document preparation
• Anticipate administrative needs and flag scheduling conflicts, missing information, or delayed responses
• Perform other administrative duties reasonably assigned based on the needs of the executive and the team

Qualifications

• Previous experience as an Administrative Assistant, Executive Assistant, Virtual Assistant, or in a similar support role
• Experience managing calendars and coordinating meetings
• Experience booking flights and organizing travel details
• Comfortable communicating with clients through email and other business communication channels
• Experience using a CRM and maintaining accurate client or lead information
• Strong organizational and follow-up skills
• Clear and professional written and verbal communication
• Strong attention to detail and ability to manage multiple tasks
• Able to work independently and handle confidential information responsibly

Ideal Candidate

The ideal candidate is dependable, detail-oriented, and comfortable following up with both internal team members and clients. They take ownership of their responsibilities, keep information organized, and make sure important tasks are completed on time.