Executive Assistant

Jobtailor; Bogotá; Presencial; COP 44.640.000 - 89.280.000; Jornada completa

Descripción de la vacante

Jobtailor in Bogotá, Colombia, seeks an experienced executive support and payments administrator to own multi‑currency obligations across entities. You will manage calendars, pay invoices, and maintain vendor records to ensure timely, accurate payments.

Fluent in Spanish and English, you will coordinate with external accounting firms, handle payroll runs for two countries, and drive compliant, reliable financial operations with AI-powered processes.

Formación

• 3+ years’ experience in executive support, accounts payable, treasury, or finance administration with hands-on payment responsibility.
• Proven record managing high volumes of recurring obligations across multiple entities, countries, or currencies.
• Comfort with Colombian banking, utility, and government payment platforms and willingness to learn U.S. equivalents.
• Professional Spanish and English, spoken and written; daily communication in both languages.
• Strong spreadsheet skills; ability to build and maintain trackers independently.
• Exceptional discretion; confidentiality agreement required.
• Ability to manage confidential business and personal information.
• Experience owning recurring payments and renewals for multiple entities or countries.

Responsabilidades

• Own the payment calendar for Colombia and the U.S., including rent, utilities, invoices, statutory contributions, subscriptions, and financing obligations
• Execute payments by their due dates and file receipts the same day
• Maintain vendor records, payment references, and portal access
• Resolve rejected, returned, or duplicated payments end to end
• Synchronize property-management and payment platforms; issue payment links, chase invoices, and process refunds and charges
• Dispute incorrect commission invoices, customs charges, and fees
• Coordinate with external accounting firms in Colombia and the U.S. and provide required documents on schedule
• Prepare and process payroll runs for both countries, reconciling rates before payment
• Classify company and personal expenses correctly by entity and deliver monthly accounting handoffs
• Maintain an annual calendar of license renewals, leases, insurance policies, filings, and permits
• Manage municipal license renewals and confirm requirements before renewing or paying
• Keep property insurance policies current and matched to the active portfolio
• Provide written status updates on open compliance items
• Manage the CEO’s personal administrative life, including household accounts, appointments, contractors, school, and family logistics
• Plan and book business and personal travel end to end
• Handle purchases and returns and reconcile purchases to invoices
• Manage ad-hoc requests requiring high reliability
• Run and improve automated recurring-obligation processes using internal AI agents
• Meet scorecard targets for payments, renewals, escalations, and conflict-free CEO commitments

Conocimientos

Payment Processing

Spreadsheet Proficiency

Expense Classification

Financial Reconciliation

Compliance Management

Bilingual Communication

Herramientas

Guesty

Stripe

ClickUp

Amazon Business

AI Tools

Descripción del empleo

• Own the payment calendar for Colombia and the U.S., including rent, utilities, invoices, statutory contributions, subscriptions, and financing obligations
• Execute payments by their due dates and file receipts the same day
• Maintain vendor records, payment references, and portal access
• Resolve rejected, returned, or duplicated payments end to end
• Synchronize property-management and payment platforms; issue payment links, chase invoices, and process refunds and charges
• Dispute incorrect commission invoices, customs charges, and fees
• Coordinate with external accounting firms in Colombia and the U.S. and provide required documents on schedule
• Prepare and process payroll runs for both countries, reconciling rates before payment
• Classify company and personal expenses correctly by entity and deliver monthly accounting handoffs
• Maintain an annual calendar of license renewals, leases, insurance policies, filings, and permits
• Manage municipal license renewals and confirm requirements before renewing or paying
• Keep property insurance policies current and matched to the active portfolio
• Provide written status updates on open compliance items
• Manage the CEO’s personal administrative life, including household accounts, appointments, contractors, school, and family logistics
• Plan and book business and personal travel end to end
• Handle purchases and returns and reconcile purchases to invoices
• Manage ad-hoc requests requiring high reliability
• Run and improve automated recurring-obligation processes using internal AI agents
• Meet scorecard targets for payments, renewals, escalations, and conflict-free CEO commitments

Requirements

• 3+ years’ experience in executive support, accounts payable, treasury, or finance administration with real hands-on payment responsibility
• Proven record managing high volumes of recurring obligations across multiple entities, countries, or currencies without lapses
• Comfort with Colombian banking, utility, and government payment platforms and willingness to learn U.S. equivalents
• Professional Spanish and English, spoken and written; daily communication in both languages
• Strong spreadsheet skills; ability to build and maintain trackers independently
• Exceptional discretion; confidentiality agreement required
• Ability to manage confidential business and personal information
• Experience owning recurring payments and renewals for multiple entities or countries
• Nice to have: experience in real estate, hospitality, or short-term rental operations
• Nice to have: familiarity with U.S. payroll, municipal licensing, or property insurance administration
• Nice to have: experience with Guesty, Stripe, ClickUp, or Amazon Business
• Clear interest in working with AI tools daily
• Must be eligible to work in Colombia

Core Competencies

Demonstrates expertise in managing payments and financial obligations across multiple entities and countries, with strong capabilities in payroll processing and vendor management. Proficient in both Spanish and English, ensuring effective communication and coordination in diverse environments.

Highest-signal resume keywords

• Accounts Payable Management
• Payroll Processing
• Vendor Management
• Bilingual Communication
• Recurring Payment Ownership

Hard Skills

• Payment Processing
• Spreadsheet Proficiency
• Expense Classification
• Financial Reconciliation
• Compliance Management

Soft Skills

• Exceptional Discretion
• High Reliability
• Confidentiality Management

Industry Keywords

• Colombian Banking
• U.S. Payroll
• Municipal Licensing
• Property Insurance Administration
• Real Estate Operations

Tools & Technologies

• Guesty
• Stripe
• ClickUp
• Amazon Business
• AI Tools