Executive Assistant Project Manager

EXECUTIVE ASSISTANT/PROJECT MANAGER

Teamswell is a high-growth nearshore outsourcing company working for US companies. Our mission is to help small and medium-sized US businesses grow and become more profitable by having access to highly engaged, skilled, and experienced talent at a fair price, and to generate career opportunities for bilingual professionals in Latin America with fair compensation and opportunities for professional and personal growth.

We are looking for a responsible Executive Assistant /Project Manager. This role requires a proactive and highly organized individual who can manage various administrative tasks, communicate effectively, and embody company core values in every interaction. The ideal candidate will be able to anticipate needs, maintain confidentiality, and manage multiple priorities in a fast-paced virtual environment.

In Teamswell every team member has an instrumental role and impact on the success of our business and our client’s success, so we seek to have highly motivated individuals who thrive in a fast-paced work environment, who are intelligent, eager to work hard, reliable, and able to communicate effectively with all levels of an organization. Our Executive Assistant /Project Manager will possess the skills and experience required and will also possess a positive attitude and ability to solve complex problems and work in a fast-paced and rapidly changing environment. We value people who are good communicators, quick learners, scrappy about finding creative solutions to problems, and conscious of their work quality. We expect all our team members to deliver excellence in both technical expertise as well as in their everyday relationships with their team.

CORE RESPONSIBILITIES

• Administrative Support: Manage your Executive’s calendar, including scheduling meetings, appointments, travel arrangements, and itineraries. Ensure your Executive is well-prepared for all engagements.

• Communication Management: Act as the primary point of contact for internal and external communications on behalf of your Executive. Draft and review correspondence, emails, reports, and presentations.
• Meeting Coordination: Organize, coordinate, and prepare for virtual and in-person meetings and quarterly team off-sites, including agendas, minutes, and follow-up actions. Attend meetings when requested to capture key takeaways and ensure timely completion of tasks.
• Project Management: Assist in managing and coordinating special projects as assigned by your Executive, ensuring they align with company strategic goals and values.
• Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and discretion, maintaining the trust and confidence of your Executive.
• Relationship Building: Develop and maintain strong relationships with key stakeholders, both internally and externally, representing your Executive with professionalism and alignment with company values.
• Continuous Improvement: Seek opportunities to improve administrative processes, tools, and your own skill set, ensuring efficiency and effectiveness in supporting your Executive.
• Ad Hoc Tasks: Perform other duties as assigned, demonstrating flexibility and a willingness to go above and beyond to support the success of your Executive and the broader company team.

REQUIRED EXPERIENCE

• 2+ years of experience as an executive Assistant/Project Manager.
• A bachelor´s degree in business administration or related fields.
• Exceptional organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Outlook, and virtual collaboration tools.
• Ability to professionally interface with numerous levels of management, customers, and peers.
• Making calls to US-based vendors, trades, and misc. projects as needed.
• Experience using HubSpot or similar CRM.
• Experience in Social Media.
• Experience with AI tools like ChatGPT and implementing them to work more efficiently.
• Prior experience with real estate is a plus.

STRENGTHS

• Strong work ethic and drive to accomplish tasks efficiently, keeping up with a fast-paced executive environment.
• Strong sense of ownership and commitment to tasks, ensuring they are completed to the highest standards.
• Thrives in fast-paced, dynamic environments.
• Proactively identifies problems and inefficiencies, quickly finding solutions to improve processes.
• Anticipates needs, thinks ahead, and plans proactively to align with the overall strategy of the organization.

POSITION SCHEDULE DETAILS

• Full-time remote position
• Monday - Friday (40 hours/week)

BENEFITS & PERKS

• Company-paid employee private health, emergency, basic life, and short-term disability insurance
• Internet and Electricity subsidy