- Workplace
- Remote
- Type
- Full-time
- Department
- Administration
- Source
- RecruiterFlow
Description
Hi there! We are South and our client is looking for a Executive Assistant!
Note to Applicants:
- Eligibility: This position is open to candidates residing in Latin America.
- Application Language: Please submit your CV in English. Applications submitted in other languages will not be considered.
- Professional Presentation: We encourage you to showcase your professional experience by including a Loom video in the application form. While this is optional, candidates who provide a video presentation will be given priority.
- Interview Policy: The use of artificial intelligence (AI) tools during interviews are strictly prohibited.
- Note: As part of the final stages of the selection process, contractors may be asked to provide professional references for a reference check. If you're selected, you may also be asked to update their LinkedIn profile. 🙂
About the Role
We're looking for a highly organised, proactive Executive Assistant to keep two of our executives running smoothly. You'll own their calendars and inboxes, prioritising and managing emails, and drafting (and eventually sending) follow-ups and next steps on their behalf. You'll also coordinate their meetings end to end: booking them, ensuring they're briefed beforehand, and chasing any follow-up actions afterwards. Alongside this, you'll book travel, organise their day, and make sure nothing falls through the cracks.You may also be asked to adjust and send contracts (NDAs, etc.) and manage key files, including contracts, keeping everything organised. There may be additional ad hoc admin tasks as needed.Above all, this role suits someone who works independently. You'll be trusted to run with things, anticipate what's needed before being asked, and operate with minimal supervision. If you're the kind of person who spots the gap and fills it without waiting for instruction, you'll do well here.
Key Responsibilities
- Provide proactive, day-to-day EA support to executives, including complex diary and calendar management.
- Act as the right hand to two executives, anticipating needs and managing priorities on their behalf.
- Coordinate internal and external meetings, appointments, calls, and team events, managing all logistics end to end.
- Capture key meeting notes and actions, and follow up to ensure they're completed.
- Prepare, adjust, send, and file executed agreements and contracts.
- Send timely follow-ups on behalf of the executives.
- Arrange and book travel, preparing detailed itineraries where required.
- Maintain organised, up-to-date records across SharePoint.
- Maintain the CRM and use LinkedIn to send messages on behalf of the executives (training provided).
- Identify opportunities to improve processes and drive adoption of new technology and better ways of working.
Essential:
If this opportunity sounds good to you, send us your resume!- 3–5 years' experience as an Executive Assistant.
- Proven experience supporting and working directly with senior executives.
- Excellent communication skills, with fluent written and spoken English.
- Strong calendar and diary management experience, including handling complex, shifting schedules across multiple stakeholders.
- The ability to work independently and proactively, taking ownership of tasks with minimal supervision.
- Comfortable acting as the right hand to two executives, balancing competing priorities across both.
- Proficiency with Microsoft 365; experience with LinkedIn and HubSpot a plus.
- Exceptional organisational skills and the ability to manage a high volume of competing priorities.
- Strong attention to detail and the ability to work accurately under pressure.
Skills
HubSpot
