Executive Assistant

SYNC; Colombia; On-site; COP 36,000,000 - 60,000,000; Full time

Job summary

SYNC is seeking an experienced Executive Assistant to support senior executives for US-based clients. The role is full-time, involves managing emails, calendars, meetings, travel, and expense reporting across multiple time zones.

The ideal candidate has at least 2 years in an EA role, excellent communication skills, and proficiency with Microsoft Office and Google Workspace. Real estate experience is not required, but any related admin expertise is a plus.

Qualifications

• Minimum 2 years of experience as an executive assistant.
• English fluency at C1 level or higher.
• Experience with calendar, email, travel, and expense management.

Responsibilities

• Provide high-level administrative and operational support to executives.
• Manage complex calendars, appointments, meetings, and scheduling across time zones.
• Manage executive inboxes and communications, prioritize messages, draft responses, and follow up.
• Coordinate meetings from preparation through follow-up, including agendas and materials.
• Maintain visibility over executive priorities, projects, commitments, and deadlines.
• Prepare, organize, and maintain business documents, reports, and CRM records.
• Coordinate travel, events, and other executive logistics.
• Track business expenses, budgets, invoices, and reimbursements.
• Communicate professionally with clients, vendors, and stakeholders.
• Support special projects and drive process improvements.

Skills

Executive support

Calendar management

Email management

Travel coordination

Meeting coordination

Research

Project management

Data entry

Communication

Education

Bachelor's degree in General Administration

Tools

Microsoft Office

Google Workspace

CRM software

AI tools

Job description

Our Executive Assistants play a key role in supporting senior/executive-level clientele with a virtually endless list of administrative-related tasks and responsibilities, including but not limited to managing email and calendars, scheduling and attending meetings and preparing summary notes, drafting correspondence, editing, data entry, research, project management, CRM management, expense reports, and general financial-related tasks.

Our Executive Assistants work full-time and exclusively for one client. Our clientele are all US-based companies or individuals in almost every industry. You must have at least 2 years of experience in this area to be considered. The ideal candidate is a passionate, highly organized, proactive, detail-oriented problem solver and possesses excellent communication skills.

GENERAL RESPONSIBILITIES

• Provide high-level administrative and operational support to executives, proactively anticipating needs, priorities, and potential issues.
• Manage complex calendars, appointments, meetings, and scheduling across multiple stakeholders and time zones, resolving conflicts and protecting the executive's time.
• Manage executive inboxes and communications, prioritizing messages, drafting professional responses, tracking pending matters, and ensuring timely follow-up.
• Coordinate meetings from preparation through follow-up, including agendas, supporting materials, notes, action items, deadlines, and responsible parties.
• Maintain visibility over executive priorities, projects, commitments, and deadlines, proactively following up with internal and external stakeholders.
• Prepare, organize, and maintain business documents, reports, presentations, spreadsheets, databases, CRM records, and digital filing systems.
• Conduct business research, summarize findings, compare alternatives, and provide clear recommendations to support executive decision-making.
• Coordinate travel, events, appointments, and other executive logistics, including itineraries, reservations, and documentation.
• Track business expenses, budgets, invoices, subscriptions, reimbursements, and supporting documentation when required.
• Communicate professionally with clients, vendors, partners, employees, and other stakeholders, exercising sound judgment and discretion.
• Support special projects and changing business priorities, taking ownership of tasks and identifying solutions with minimal supervision.
• Coordinate and oversee junior administrative staff, contractors, or other support personnel when applicable.
• Identify inefficient, repetitive, or manual processes and proactively recommend improvements to increase productivity and operational efficiency.
• Create and maintain SOPs, templates, checklists, trackers, and standardized workflows to improve organization and consistency.
• Leverage Artificial Intelligence and emerging technologies to improve research, communication, documentation, information management, and overall productivity.
• Identify opportunities to use AI and automation to streamline repetitive tasks, reduce manual work, minimize errors, and improve existing workflows.
• Research and recommend new technologies, systems, and productivity solutions that can improve executive and business efficiency.
• Maintain a continuous-improvement mindset, consistently identifying opportunities to optimize processes, strengthen organization, and create greater leverage for the executive.

REQUIREMENTS

• Fluent in English, written and verbal (C1 level or higher), with excellent communication skills
• Minimum of 2 years of experience as an executive assistant. Real Estate is a plus!
• College Degree in General Administration, Communications, Psychology, Sociology, or a related field
• Strong proficiency with Microsoft Office, Google Workspace, and emerging technologies generally
• Self-motivated, with the ability to work independently and solve problems proactively
• Strong organizational, multitasking, and time-management skills

SCHEDULE

This position is FULL TIME, and 40 hours of work per week is expected Monday through Friday. The following schedules are offered based upon the location of the client. A daily 1-hour lunch break is included.