Executive Administrative Assistant

Barakat + Bossa; Medellín; Presencial; COP 42.000.000 - 60.000.000; Jornada completa

Descripción de la vacante

Barakat + Bossa, a U.S.-based law firm, invites applications for an Executive Administrative Assistant to join our Administrative Resource Center in Medellín. The role provides high-level administrative support to the firm's leadership, managing calendars, coordinating meetings, and organizing confidential information with a focus on professionalism.

The ideal candidate demonstrates exceptional organization, proactive handling of priorities, and discreet handling of sensitive data.

Formación

• Bachelor’s degree in Business Administration, Communications, Management, or a related field.
• Minimum of three years of experience as an Executive Assistant, Senior Administrative Assistant, or in a comparable executive-support position.
• English proficiency at the C1 level or higher, with excellent written and verbal communication skills.

Responsabilidades

• Manage multiple executive calendars, including scheduling, rescheduling, confirming appointments, and resolving conflicts with accuracy and efficiency.
• Coordinate meetings from start to finish, including preparing invitations, reserving conference rooms, creating virtual meeting links, developing agendas, and following up on action items.
• Arrange domestic and international travel, including flights, hotels, ground transportation, itineraries, and last-minute travel changes.
• Monitor executive schedules daily and proactively identify scheduling conflicts, shifting priorities, and time-sensitive matters.
• Prepare, proofread, and organize correspondence, reports, presentations, and other business documents.
• Maintain organized electronic filing systems, databases, spreadsheets, and administrative records.
• Assist with planning and coordinating meetings, conferences, firm events, and other special projects, ensuring all logistics are organized and executed successfully.
• Support daily office operations, administrative projects, and other executive support functions as needed.
• Handle confidential and sensitive information with professionalism and discretion.
• Consistently follow through on tasks, communicate updates proactively, and ensure commitments are completed accurately and on time.
• Perform other duties as assigned.

Conocimientos

Calendar management

Meeting coordination

English C1+

MS Office

Google Workspace

Confidentiality

Time management

Multitasking

Educación

Bachelor's degree

Descripción del empleo

Barakat + Bossa, a U.S.-based law firm is looking for a talented Executive Assistant to join our Administrative Resource Center in Medellín.

About the Role:

The Executive Administrative Assistant provides high-level administrative and executive support to the firm's leadership team. This role is responsible for managing executive calendars, coordinating meetings, preparing business correspondence, organizing confidential information, and ensuring the smooth day-to-day operation of executive functions. The ideal candidate is highly organized, proactive, detail-oriented, and able to anticipate the needs of leadership while maintaining the highest level of professionalism and confidentiality.

Responsibilities

• Manage multiple executive calendars, including scheduling, rescheduling, confirming appointments, and resolving conflicts with accuracy and efficiency.
• Coordinate meetings from start to finish, including preparing invitations, reserving conference rooms, creating virtual meeting links, developing agendas, and following up on action items.
• Arrange domestic and international travel, including flights, hotels, ground transportation, itineraries, and last-minute travel changes.
• Monitor executive schedules daily and proactively identify scheduling conflicts, shifting priorities, and time-sensitive matters.
• Prepare, proofread, and organize correspondence, reports, presentations, and other business documents.
• Maintain organized electronic filing systems, databases, spreadsheets, and administrative records.
• Assist with planning and coordinating meetings, conferences, firm events, and other special projects, ensuring all logistics are organized and executed successfully.
• Support daily office operations, administrative projects, and other executive support functions as needed.
• Handle confidential and sensitive information with professionalism and discretion.
• Consistently follow through on tasks, communicate updates proactively, and ensure commitments are completed accurately and on time.
• Perform other duties as assigned.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, Management, or a related field preferred.
• Minimum of three years of experience as an Executive Assistant, Senior Administrative Assistant, or in a comparable executive-support position.
• English proficiency at the C1 level or higher, with excellent written and verbal communication skills.
• Demonstrated experience managing executive calendars, coordinating meetings, preparing professional correspondence, and following up on action items.
• Exceptional organizational, time-management, and multitasking skills.
• Advanced proficiency in Microsoft Office Suite and Google Workspace.
• Strong computer skills with the ability to learn new software and technology quickly.
• Ability to maintain confidentiality, exercise sound judgment, and handle sensitive information with discretion.

Ready to join our team?