Teamswell

EXECUTIVE ASSISTANT

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 who will provide high-level administrative support to the President and CEO. 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 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.

·         Travel Management: Book all domestic and international travel, including flights and hotels, according to your Executive’s preferences. Create itineraries that align with the Executive schedule and priorities and that ensure smooth travel experiences. Ensure all travel documents (e.g. visas, travel insurance) are prepared and current, with no missed deadlines or issues.

·         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

·         Experience: Minimum of 5 years of experience as an Executive Assistant, preferably supporting C-level executives in a virtual environment.

·         Education: A bachelor’s degree in business administration, Communications, or a related field is preferred.

·         Skills: Exceptional organizational and time management skills.  Excellent written and verbal communication skills. Proficiency in Microsoft Office Suite and virtual collaboration tools.  Strong attention to detail and the ability to manage multiple priorities.  Ability to work independently and make informed decisions in a fast-paced environment.

·         American Visa mandatory. The role will require occasional travel for company meetings and events.

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, adjusting quickly to shifting schedules and priorities while maintaining effectiveness and calm under pressure.

·         Proactively identifies problems and inefficiencies, quickly finding solutions to improve processes and prevent issues from escalating.

·         Anticipates needs, thinks ahead, and plans proactively to align with the overall strategy of the organization.

CORE VALUES ALIGNMENT

·         Caring: Proactively supporting the needs of the President and CEO, including personalized travel arrangements, while maintaining self-care.

·         Courage: Willingness to provide honest feedback, suggest improvements, and step outside of their comfort zone.

·         Commitment: Owning responsibilities fully, ensuring tasks are completed accurately and on time, and consistently delivering on promises.

·          Community: Fostering collaboration and actively contributing to the success and well-being of the company team and broader community.

·         Curiosity: Continuously seeking opportunities to learn, improve processes, and explore innovative solutions with an open and inquisitive mindset

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

• 20 days PTO + floating holidays + 10 paid sick days

• Internet and Electricity subsidy 

• SmartFit Gym membership 

• Coursera and EdX Education Bonus

• And more