DETAIL ORIENTED, TECH SAVVY EXECUTIVE ASSISTANT TO BUSY BUSINESS EXECUTIVE-PUERTO RICO

Executive Assistant
Puerto Rico
Posted 7 months ago

The Executive Assistant provides high-level administrative support to a high net worth individual (“HNWI”) in Puerto Rico, enabling the Principal to lead a more effective and stress-free lifestyle with the comfort of knowing that important items are being handled by a trusted individual. This role requires a very detail-oriented person who is nurturing but assertive. Involves a wide range of activities including scheduling, general organization and day-planning, running errands, planning international travel and accommodations for himself and his family, researching assigned tasks, handling confidential information, and facilitating communication between the Principal, his family and colleagues. The candidate should be technologically savvy and have a strong predisposition for understanding new applications and AI in order to work more efficiently and effectively. The candidate may be required to travel with the HNWI and his family for extended periods of time, thus a passport is required. Competitive salary and relocation package are being offered.

Key Responsibilities

Calendar and Task Management: Create and manage a shared calendar with Principal and work colleagues. Coordinate and manage calendar, scheduling meetings and conferences, and personal/business travel

Communication: Serve as the primary point of contact, screen calls (as requested) and summarize emails, and other communications. Monitor communication platforms for attention and follow up

Document Preparation: Monitor daily emails and other correspondences and prioritize the items that need Jack’s immediate attention. Facilitate signatures of important documents that need execution. Monitor mail, pickup packages and other deliveries as directed

Meeting Coordination: Organize and facilitate meetings, including setting agendas, taking minutes through AI, and ensuring follow-up actions are completed. Use of AI to record meetings and delivery of notes to the intended audience

Confidentiality: Handle confidential information with discretion, befitting the executive level. A high degree of trust is required for this position

Project Management:  Assist with special projects as assigned and coordinating with other members of the team as necessary

Administrative Duties: Perform routine administrative tasks such as data entry, researching and booking travel, organizing affairs on a day-to-day basis to help achieve a peaceful mindset knowing that things are being handled and organized. Purchase gifts for family members, keep all receipts and reporting all expenses to accounting team and occasionally driving family members to activities

Qualifications:

  • -Strong organizational and multitasking skills is an absolute must
  • -Strong personality to be willing to follow up on important items until they are complete
  • -Ability to think independently and prioritize
  • -Proficient in use of AI, Microsoft Office Suite and other office management tools.
  • -A nurturing attitude and a desire to enhance others’ lives
  • -Excellent written and verbal communication skills.
  • -Ability to work as part of a team.
  • -Discretion and confidentiality are essential.
  • -Bachelor’s degree or equivalent experience.
  •  Minimum of 3-5 years of experience as an Executive Assistant or similar role.

Compensation

Competitive salary based on experience.

Benefits package including [health, dental, and retirement plans.]

[You will be provided a car to perform the duties above] – Relocation stipend shall be provided if necessary

Hours and location

8 hour day 5 days per week on a hybrid basis

Location: San Juan, Puerto Rico

You will be expected to monitor emails after hours, but not required to work after hours, except for urgent matters

Job Features

Job CategoryClosed Job
SalaryBOE
BenefitsHealth, Dental, Retirement, Use of vehicle, Relocation if required

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