Executive Assistant

We are seeking a highly organized and proactive Executive Assistant based in Costa Rica to provide dedicated support to our Chief Operating Officer (COO) and two Executive Vice Presidents (EVPs) located in the United States. Reporting to the Director of Business Strategy and Planning, this role requires working primarily during U.S. business hours and involves managing complex schedules, coordinating travel, handling expense reports, and supporting strategic initiatives. 

Key Responsibilities 

• Executive Support: Provide high-level administrative support to the COO and two EVPs, including managing Outlook calendars, scheduling meetings, and coordinating travel arrangements across U.S. time zones. 
• Travel & Expense Management: Arrange domestic and international travel (flights, hotels, ground transportation, dining, etc.) and prepare detailed itineraries. Process expense reports for the COO, EVPs, and other VPs on the Executive Leadership Team, ensuring compliance with company policies. 
• Policy Compliance: Maintain a thorough understanding of company travel and expense policies to ensure all submissions are accurate and compliant. 
• Project Coordination: Assist in the execution of strategic initiatives and cross-functional projects, ensuring timely follow-up and progress tracking. 
• Event & Meeting Planning: Organize and coordinate executive meetings, offsites, and events, including logistics, materials, and follow-up actions. 
• Documentation & Reporting: Maintain accurate records and documentation to support efficient office operations. Gather and analyze data for administrative reporting as needed. 
• Communication Liaison: Serve as a point of contact between the COO/EVPs and internal departments, promoting clear and effective communication. 
• Customer Service: Provide exceptional service by responding to inquiries, resolving issues, and helping with professionalism and discretion. 
• Correspondence Management: Review, assess, route, and respond to correspondence, ensuring timely follow-up and resolution of action items.
• Continuous Improvement: Proactively identify opportunities to enhance administrative processes and improve support to the executive team. 

Qualifications

• 5+ years of experience in similar roles, with a proven track record supporting C-level and senior executives in a fast-paced, global environment 
• Fluency in English, with excellent written and verbal communication skills 
• Flexibility to work U.S. business hours, with a strong sense of accountability and responsiveness 
• High proficiency in Microsoft Outlook and Teams; working knowledge of Word, Excel, and PowerPoint 
• Strong organizational and time management skills, with the ability to prioritize and manage multiple tasks simultaneously 
• Detail-oriented, with a commitment to accuracy and the ability to meet tight deadlines 
• Proactive and self-starting, with the ability to anticipate needs and take initiative 
• Discrete and trustworthy, with experience handling confidential information 
• Experience in the Professional Services industry is a plus.
• Bachelor’s degree preferred 

Additional Information

We are an equal opportunity employer. All applicants will be considered for employment without attention to age, race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

All your information will be kept confidential according to EEO guidelines.