Executive Assistant

Fondako Media LLC.; Medellín; A distancia; COP 30.000.000 - 60.000.000; Jornada completa

Descripción de la vacante

Fondako Media LLC in Medellín is seeking an Executive Assistant to support founders directly, managing calendar, inbox, travel, and a hundred tasks that would otherwise consume their week. You are the gatekeeper for their time and the person who ensures commitments are kept, with daily briefings and proactive preparation for meetings and decisions.

This role includes coordinating meetings, arranging travel logistics, and maintaining confidential, proactive support across the organization from

Formación

• Minimum 1–2 years as an Executive Assistant supporting C‑level executives.
• Based in Colombia.
• Fluent in Spanish.
• Experience managing complex calendars.
• Proficiency in Google Workspace.
• Proactive & anticipatory.
• Highly organized.
• Fast learner.
• Resourceful problem-solver.
• Confidentiality & discretion.
• Tech-savvy.
• Adaptable & flexible.

Responsabilidades

• Email Management & Response: manage CEO inboxes with templates and flag urgent items.
• Calendar Management: audit calendars weeks ahead and create prep materials.
• Meeting Coordination: build agendas, prepare briefs, and follow up on actions.
• Travel Planning: book flights/hotels and create detailed trip files.
• Founders liaison: act as point of contact between founders and team.
• Interview support: screen candidates via initial calls.
• Team coordination: schedule meetings and coordinate events.
• Internal communications: manage information flow and updates.
• Personal tasks: handle errands and appointments occasionally in Medellín.

Conocimientos

Executive support

Calendar management

Email management

Travel coordination

Spanish (Fluent)

Herramientas

Google Workspace

GoHighLevel

HubSpot

Notion

Asana

Trello

Descripción del empleo

This is a leadership seat and it pays like one.

Compensation is set on experience and what you have actually run before. It is above every other role on this page.

We will talk real numbers in the interview, once we both know it is a fit.

Earnings depend on your own performance and are not guaranteed. These figures reflect what people in this seat actually earn once they are ramped.

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What this role actually is

You support both founders directly. Calendar, inbox, follow-ups, travel, and the hundred things that would otherwise eat their week.

You are the gatekeeper for their time and the person who makes sure commitments get kept.

This is a trusted seat. You will see everything.

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KEY RESPONSIBILITIES

North Star Principles (Dan Martell Framework)

Protect CEO's Time: Efficiency in Calendar: Appreciates the Response: Design the Play: Prioritize Revenue:

Daily Responsibilities

Email Management & Response

• Process CEO/CGO inboxes twice daily (Goal: Inbox Zero by 10 AM and 5 PM EST)
• Respond on their behalf using approved templates
• Flag urgent items requiring founder attention
• Label and organize emails using clear system

Calendar Management & Strategic Scheduling

• Audit calendar 6 weeks ahead (confirm all invites accepted)
• Create perfect calendar invites (context, links, prep materials)
• Color-code events (client calls, internal meetings, travel, personal, etc.)
• Buffer time between meetings (no back-to-back scheduling)
• Schedule drive time for out-of-office appointments

Meeting Coordination & Preparation

• Build daily meeting agendas for founders
• Prepare briefing materials for each meeting
• Follow up on action items from previous meetings
• Take notes and distribute summaries

Travel Planning & Logistics

• Book all flights, hotels, transportation (2+ weeks in advance)
• Create detailed trip files with confirmations and itineraries
• Add travel details to calendar with reminders
• Handle delays, cancellations, changes proactively

• Act as point of contact between founders and team
• Screen interview candidates (initial calls)
• Coordinate team meetings and events
• Manage internal communications

Personal Tasks

• Errands and in-person tasks in Medellín (a couple times per month)
• Gift purchasing and coordination
• Personal appointment scheduling
• Household coordination (when founders travel)

Weekly Responsibilities

• Confirm all invites accepted
• Review family commitments
• Confirm travel schedule

Meeting with Founders

• Daily meetings (first 4-6 weeks)
• 3x per week (weeks 6-12)
• Once per week (after 3 months)

Monthly Responsibilities

• Prepare materials for Monthly Business Reviews
• Coordinate Quarterly Sprint Planning
• Update project tracking systems

Additional Responsibilities (Bonus, Not Required)

QUALIFICATIONS

Required Experience (Non-Negotiable):

Minimum 1-2 years as an Executive Assistant supporting C-level executives

Based in Colombia

This will be tested.

Fluent in Spanish

Experience managing complex calendars

Proficiency in Google Workspace

Proactive & anticipatory

Highly organized

Fast learner

Resourceful problem-solver

Confidentiality & discretion

Tech-savvy

Adaptable & flexible

Bonus Skills (Preferred but Not Required):

Experience with CRM systems (GoHighLevel, HubSpot)

Experience with project management tools (Notion, Asana, Trello)

Basic graphic design (Canva)

Basic video editing (CapCut, iMovie)

Experience supporting remote/distributed teams

Bookkeeping or finance background

Read these before you apply. If they don't sound like you, this won't work — for either of us. If they do, Fondako can be the vehicle you use to build your own freedom.

The problem we're solving The most efficient financial strategies are complex and out of reach.

Our vision To maximize freedom, impact and abundance for those who build value.

Our mission To deliver the most efficient financial strategies at scale, through industry-leading systems and partnerships.

All in High say-do ratio Radical transparency Raise the standard