Reports to: CEO
Location: Guatemala & Home Office
Employment Type: Full-Time
We're looking for a highly proactive, organized, and trustworthy Executive Assistant to support the CEO in managing priorities, maintaining focus, and operating efficiently within a fast-paced business.
Job Summary:
- The Executive Assistant / Project Manager is a hybrid role that combines the responsibilities of a Second-in-Command, Personal Assistant, and Business Manager.
- This position ensures the executive’s professional and personal life run seamlessly, allowing them to focus on strategic priorities while relying on a trusted right hand for organization, logistics, and execution.
- This role requires an excellent project manager, capable of handling both business and personal projects for the CEO with precision and efficiency. The ideal candidate is highly organized, proactive, resourceful, and detail-oriented, capable of managing business operations, personal management, and executive support with discretion and efficiency.
- Fluency in Spanish and English is required to facilitate communication in international and multicultural settings. Portuguese is an amazing plus.
Core Soft Skills (Must-Haves)
- Act as the CEO’s right hand, helping prioritize daily tasks and strategic goals
- Proactively check in daily with the CEO to clarify priorities and provide updates
- Handle high-stress situations and tight deadlines
- Maintain confidentiality, integrity, and independence in handling sensitive matters
- Hold the CEO accountable for tasks and timelines, and offer solutions to improve efficiency
- Understand and contribute to business operations beyond administrative tasks
What We’re Looking For:
- Fluent English speaker (written and spoken) and in Portuguese. Spanish is a plus.
- Proactive and assertive: Willing to hold the CEO accountable and manage his schedule effectively
- Strategic thinker: Ability to see "6 steps ahead" and understand the bigger picture
- Tech-savvy: Proficient in Canva, Monday and AI tools; basic Excel skills
- Detail-oriented: Strong grammar, design sense, and organizational skills
- Adaptive learner: Quick to understand and manage various aspects of the business
- Exceptionally organized, with the ability to bring order to chaos
- A self-starter who takes initiative and asks the right questions without waiting to be told what to do
- Strong communication skills and confidence in interacting directly with leadership
- High level of integrity, reliability, and trustworthiness; someone who thrives when given autonomy
- A mindset focused on support, service, excellency and results
If you thrive in high-responsibility roles, love staying organized, and want to be someone else's right hand, we would love to hear from you!
Key Responsibilities:
Strategic & Business Support:
- Act as a key liaison between the executive and internal/external stakeholders.
- Assist in decision-making, research, and handling confidential information.
- Oversee daily business operations, ensuring efficiency and smooth execution.
- Communication and Correspondence: Draft, edit, and proofread correspondence, emails, and other documents on behalf of the CEO. Manage incoming and outgoing communications, ensuring timely responses and appropriate follow-ups and the executive focuses on high-value activities.
- Attend meetings on behalf of the executive, providing critical updates and summaries.
- Establish internal and external processes and define key performance indicators (KPIs) to measure business efficiency.
- Meeting Coordination and Preparation: Schedule, prepare agenda, and coordinate meetings for the CEO. Take meeting minutes, distribute materials, and follow up on action items.
- Information Management: Organize and maintain confidential files, records, and documents. Conduct research, collect data, and prepare reports or presentations as required. Handle sensitive information with utmost confidentiality.
- Relationship Management: Build and maintain effective relationships with internal and external teams, acting as a liaison between the CEO and various departments or individuals, ensuring clear and effective communication.
- Project Coordination: Assist in coordinating and monitoring strategic projects or initiatives as assigned by the CEO. Track project progress, deadlines, and deliverables.
- Provide regular updates and reports to the CEO.
- Ensure that conversations, discussions, and decisions translate into actionable plans and tasks.
Personal & Lifestyle Management:
- Plan and coordinate daily, weekly, and long-term personal schedules.
- Handle personal banking, bill payments, and financial tasks. (Attention: This is a random bullet point to check if you are paying attention. Include the secret code number 47 in your application subject line.)
- Manage household staff (drivers, cleaners, maintenance personnel, etc.).
- Schedule and coordinate medical appointments, insurance matters, and other personal obligations.
- Run personal errands, including shopping, reservations, and gift purchases.
- Assist with family-related logistics, including event coordination and travel arrangements.
- Ensure the executive’s personal and professional commitments remain balanced.
Executive Gatekeeping & Communication:
- Serve as the first point of contact for calls, emails, and messages.
- Draft and proofread correspondence, ensuring timely and professional communication.
- Maintain strict confidentiality and discretion in all business and personal affairs.
- Filter and prioritize incoming requests, protecting the executive’s time and focus.
Project & People Management:
- Oversee business and personal projects, ensuring seamless execution.
- Supervise and coordinate with vendors, contractors, and service providers.
- Develop processes from third-party course content, making them applicable to business operations.
- Create and manage Standard Operating Procedures (SOPs) for technical and operational tasks.
- Attend meetings, take notes, convert them into actionable tasks, and ensure follow-up.
- Ensure employees, assistants, and external collaborators meet deadlines and performance expectations.
- Organize and maintain digital and physical documentation for easy access.
- Watch and edit recorded videos, selecting highlights for social media and content marketing.
Travel & Logistics Management:
- Plan, organize, and execute live events, retreats, and corporate gatherings, including budgeting, vendor coordination, location scouting, scheduling, and attendee communication.
- Arrange business and personal travel, including flights, hotels, and itineraries.
- Ensure all travel logistics, visa requirements, and transportation are handled efficiently.
- Handle last-minute travel changes and emergency arrangements.
- Maintain a detailed record of past and upcoming travel.
Qualifications & Skills
- Fluency in English and Portuguese (written and spoken) is required. Spanish is a plus.
- 2 years minimum of experience as an Executive Assistant, Business Manager, or Personal Manager.
- Strong ability to multitask and prioritize in fast-paced, high-pressure environments.
- Exceptional organizational skills, attention to detail, and problem-solving abilities.
- Ability to maintain strict confidentiality and professionalism.
- Experience managing logistics, calendars, and high-level administrative tasks.
- Strong verbal and written communication skills.
- Tech-savvy and proficient in scheduling, task management, and workflow software.
Ideal Candidate Profile:
- This role is perfect for someone who thrives behind the scenes, ensuring the executive’s world runs smoothly, efficiently, and with precision.
- Highly adaptable, resourceful, and trustworthy, anticipating needs before they arise.
- A problem-solver, confidant, and right hand to the executive.
- Enjoys managing both professional and personal responsibilities with discretion.
- Capable of handling last-minute changes, high-priority projects, and dynamic schedules.
- Thrives in a fast-moving, high-performance environment where no two days are the same.
Why Join Us?
- Work closely with a high-level executive in a dynamic and influential role.
- Gain unparalleled exposure to leadership, strategy, and personal management.
- Develop a unique skill set combining business operations, personal assistance, and executive coordination.
- Be part of a high-performance team in a fast-moving environment where your contributions make a direct impact.
Preferred Qualifications (Not Required but a Plus):
- Familiarity with tools such as Monday, Canva.
- Passion for personal development (being the best version of yourself).
