Administrative Assistant

Job description

About this role

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone. Our client is a growing organization seeking a highly organized and proactive Administrative Assistant to serve as a trusted strategic partner to executive leadership. This role is designed to help leaders stay focused on high-impact priorities by driving projects forward, coordinating cross-functional initiatives, managing executive communications, and ensuring day-to-day operations run efficiently within a fast-paced business environment.

Responsibilities

• Manage complex executive calendars, scheduling, and meeting coordination across multiple stakeholders.
• Prioritize competing requests and proactively resolve scheduling conflicts.
• Prepare meeting agendas, document action items, and ensure timely follow-up on deliverables.
• Coordinate domestic travel arrangements, itineraries, and executive logistics as needed.
• Coordinate cross-functional projects from planning through completion.
• Monitor project timelines and ensure initiatives remain on schedule.
• Follow up with internal stakeholders to drive accountability and completion of action items.
• Identify roadblocks, escalate issues appropriately, and recommend practical solutions.
• Utilize Asana or similar project management tools to track project progress.
• Draft professional emails, presentations, reports, and executive documentation.
• Conduct research and prepare executive briefings to support strategic decision-making.
• Organize and maintain confidential files, documentation, and operating procedures.
• Handle sensitive information with professionalism, discretion, and confidentiality.
• Serve as a liaison between executive leadership and internal departments.
• Coordinate communication across multiple teams to ensure projects remain aligned.

Qualifications and requirements

• 3–5 years of experience supporting senior executives, founders, or C-level leadership.
• Experience in executive assistance, project coordination, operations, or a related role.
• Experience managing multiple priorities within a fast-paced environment.
• Experience coordinating cross-functional projects and executive initiatives.
• Exceptional written and verbal English communication skills.
• Outstanding organizational and time management abilities.
• Strong project management and follow-through skills.
• High proficiency with Microsoft Office Suite and Google Workspace.
• Experience using project management platforms such as Asana or similar tools.
• Ability to independently prioritize work and manage competing deadlines.
• Strong problem-solving and decision-making abilities.
• Excellent attention to detail while maintaining a strategic perspective.
• Professionalism, discretion, and the ability to handle confidential information.