Executive Assistant

Valeria Aguerri; Bogotá; Hybrid; COP 213,598,000 - 312,182,000; Full time

Job summary

Valeria Aguerri, a fast-growing holding company client, seeks an Executive Assistant to provide direct, high-level support to the Principal. This hybrid role focuses on executive calendar management, communications triage, and keeping day-to-day operations moving with structure and accountability.

The ideal candidate takes ownership, anticipates needs, and maintains confidentiality while coordinating across internal teams and external partners, using Google Workspace, Slack, and AI tools to

Qualifications

• Previous EA/Operations support for founders or senior executives.
• Broad generalist with ability to manage shifting tasks.
• Excellent written and verbal English; Spanish a plus.
• Strong organizational and project-tracking skills.

Responsibilities

• Manage and protect executive calendars, meetings, and daily schedules, ensuring priorities.
• Prepare leadership for meetings with context and docs.
• Triage emails and messages daily, drafting responses.
• Translate memos into written follow-ups and action items.
• Maintain a centralized system to track commitments and deadlines across teams.
• Proactively follow up with stakeholders to ensure tasks are completed on time.
• Pre-read long documents to provide concise summaries and recommendations.
• Support admin coordination across property management, vendor communication, and invoices.
• Handle personal administrative tasks including subscriptions and document organization.
• Coordinate equipment, vehicle servicing, orders, and deliveries remotely by phone and email.
• Plan end-to-end travel logistics including flights, transportation, and lodging.
• Serve as a calm, professional point of contact for stakeholders.
• Build and maintain systems in Google Workspace and Slack.
• Leverage AI tools to draft communications and improve productivity.
• Identify opportunities to simplify workflows and automate repetitive tasks.

Skills

Executive support

Calendar management

Fluent English

Discretion

Independent worker

Attention to detail

Tools

Google Workspace

Slack

AI tools (Claude, ChatGPT)

Task tracking tools

Job description

The client is a fast-growing permanent-capital holding company based in North Carolina, USA, that acquires, owns, and operates small businesses for the long term. Its current portfolio includes a variety of local service-based businesses—ranging from equipment dealerships to property and facility services with additional acquisitions actively in progress.

As the company continues to scale its portfolio of companies and team members, it is seeking a highly capable Executive Assistant to provide direct, high-level support to the Principal, helping ensure operations, commitments, and daily priorities run with structure, accountability, and efficiency.

About the Role

The Executive Assistant is a high-ownership hybrid role combining executive support, operational coordination, and task management.

This position works directly with the Principal, who operates at a fast pace and generates deals, ideas, and commitments quickly. The primary responsibility of this role is to be the system behind leadership: capturing commitments, managing calendars, triaging communication, and keeping day-to-day operations moving smoothly without letting details fall through the cracks.

This is not a traditional administrative position focused solely on completing assigned tasks. The ideal candidate will be a proactive problem-solver who thinks independently, exercises sound judgment, identifies what needs to happen next, and takes full ownership of getting it done.

Key Responsibilities

Executive Support & Calendar

• Manage and protect executive calendars, meetings, and daily schedules, ensuring proper buffer times and priorities are maintained.
  
• Prepare leadership for meetings by providing key context, summary notes, and relevant documentation.
  
• Triage incoming communications, email, and messages daily, drafting responses and flagging priority items (targeting daily Inbox Zero).
  
• Translate voice memos, phone calls, and verbal commitments into written follow-ups, action items, and clear records on the same day.
  

Operations & Project Follow-Through

• Maintain a centralized system to track open commitments, deadlines, and action items across internal teams and external parties.
  
• Proactively follow up with stakeholders to ensure tasks and projects are completed on time.
  
• Pre-read long documents, reports, and contracts to provide concise summaries and recommendations.
  
• Support administrative coordination across residential and commercial property management, vendor communication, and invoice tracking.
  
• Handle personal and administrative management, including subscriptions, vendor scheduling, and key document organization in shared drives.
  

Communication & Logistics

• Coordinate equipment, vehicle servicing, orders, and deliveries remotely by phone and email through local teams.
  
• Plan end-to-end travel logistics, including flights, transportation, lodging, and itineraries.
  
• Serve as a clear, calm, and professional point of contact for internal and external stakeholders.
  
• Build and maintain organized systems across Google Workspace (Gmail, Calendar, Drive, Sheets) and Slack.
  
• Leverage AI tools such as Claude and ChatGPT to research, summarize, draft communications, and improve operational productivity while verifying data accuracy.
  
• Identify opportunities to simplify workflows and automate repetitive administrative work.
  

Requirements

• Previous experience as an Executive Assistant, Operations Assistant, Project Coordinator, or similar high-ownership support role for founders or senior executives.
  
• Broad generalist background with the ability to comfortably manage diverse and shifting tasks.
  
• Exceptional written and verbal English communication skills (Spanish fluency is a valuable asset).
  
• Strong organizational, systems-building, and project tracking abilities with high attention to detail.
  
• Proactive self-starter mindset with demonstrated ability to operate independently with minimal supervision.
  
• Direct, calm, and confident communication style when interacting with fast-moving executives and teams.
  
• High degree of discretion when handling confidential business, administrative, and personal information.
  
• Tech-savvy with proficiency in Google Workspace, Slack, and AI tools (Claude, ChatGPT).
  

Technical Skills

Experience with the following tools is highly valued:

• Google Workspace (Gmail, Calendar, Drive, Sheets)
  
• Slack
  
• AI Productivity Tools (Claude, ChatGPT)
  
• Task-tracking and project management tools
  
• Growth opportunity: Opportunity to grow with a fast-growing company and take on increasing responsibility over time.