Executive Assistant

GlobalTeam; Caracas; Presencial; VES 12.937.000 - 24.148.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Competitive compensation

Direct exposure to leadership

Dynamic work environment

Career growth

Descripción de la vacante

GlobalTeam seeks an organized Executive Assistant to support the CEO with administration, commercial operations, order coordination, and day-to-day business management. You will act as the CEO's right hand, balancing executive priorities with business operations in a fast-paced international setting.

The role includes coordinating customer orders, preparing documentation, maintaining records, and supporting cross-functional teams while communicating professionally with diverse stakeholders.

Formación

• Minimum 5 years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role.
• Advanced proficiency in Microsoft Excel (pivot tables, formulas, reporting, and data analysis).
• Experience managing executive calendars, travel arrangements, and confidential information.
• Excellent written and verbal communication skills in English and Spanish.

Responsabilidades

• Executive Support: Manage the CEO's calendar, meetings, travel arrangements, and daily priorities.
• Commercial & Operations Support: Coordinate customer orders and prepare commercial documentation.
• Reporting & Business Administration: Prepare Excel reports and maintain CRM/operational records.

Conocimientos

Microsoft Excel

English

Spanish

Calendar management

Order coordination

Communication

Herramientas

CRM

ERP

Descripción del empleo

Employment Type: Full-Time

Industry: International Trading / Wholesale Distribution

About the Client

Our client is a growing international trading and wholesale distribution company specializing in sourcing, importing, and distributing products across global markets. They work closely with suppliers, logistics partners, and customers to deliver efficient, reliable, and high-quality commercial solutions.

As the business continues to expand, they are seeking a highly organized and proactive Executive Assistant to support the CEO with executive administration, commercial operations, order coordination, and day-to-day business management.

About the Role

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to join GlobalTeam and work directly with our client.

This role goes beyond traditional executive support. You will serve as the CEO's right hand, managing executive priorities while also coordinating customer orders, preparing commercial documentation, supporting operational workflows, and acting as a liaison between the CEO, clients, suppliers, logistics partners, and internal teams.

The ideal candidate thrives in fast-paced environments, anticipates needs before they arise, communicates professionally with international stakeholders, and enjoys balancing executive support with business operations.

Key Responsibilities

Executive Support

• Manage the CEO's calendar, meetings, travel arrangements, and daily priorities.
• Prioritize incoming communications, requests, and executive action items.
• Prepare agendas, reports, presentations, and executive briefing materials.
• Draft professional correspondence in English and Spanish.
• Organize confidential documents and executive records.
• Track deadlines, follow-ups, and strategic initiatives.
• Coordinate meetings with clients, suppliers, and business partners.

Commercial & Operations Support

• Coordinate customer orders from receipt through successful completion.
• Monitor order status and follow up with suppliers, warehouses, logistics providers, and customers.
• Prepare quotations, purchase orders, invoices, and other commercial documentation.
• Maintain accurate order records and resolve order-related issues.
• Assist with import/export documentation and logistics coordination when required.
• Maintain organized filing systems and business documentation.
• Support office administration and CEO special projects.

Reporting & Business Administration

• Prepare Excel reports, dashboards, and operational summaries.
• Analyze business information and ensure reporting accuracy.
• Maintain CRM and operational records.
• Coordinate communication between internal departments and external stakeholders.
• Identify opportunities to improve administrative and operational processes.

Required Skills & Experience

• Minimum 5 years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role.
• Advanced proficiency in Microsoft Excel (pivot tables, formulas, reporting, and data analysis).
• Experience managing executive calendars, travel arrangements, and confidential information.
• Experience coordinating customer orders and commercial documentation.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills in English and Spanish.
• High attention to detail and strong problem-solving skills.
• Ability to manage multiple priorities with minimal supervision.
• Professional presence and excellent interpersonal skills.
• Ability to work effectively in a fast-paced business environment.

Bonus Points For

• Experience within international trading, wholesale distribution, import/export, logistics, or supply chain environments.
• Experience with CRM or ERP systems.
• Knowledge of commercial documentation and international business operations.
• Experience preparing executive reports and dashboards.

What We Offer

• Competitive compensation.
• Opportunity to work directly alongside executive leadership.
• Dynamic and collaborative work environment.
• Long-term career growth opportunities.
• Exposure to international business operations.
• High level of ownership and professional development.