Executive Assistant

Vintti bridges the staffing gap for US businesses with a unique focus on time zone compatibility. We source top talent from Latin America, offering companies access to professionals who are available during standard US working hours. This alignment eliminates the need for off-hour communications and allows for integrated teamwork, as if all team members were in the same office.

An Executive Assistant plays a critical role in ensuring the smooth functioning of an organization's executive team. This position involves managing executive schedules, coordinating meetings and travel arrangements, handling confidential information, and facilitating communication within the organization. Acting as a key point of contact, an Executive Assistant supports executives by preparing reports, handling correspondence, and performing administrative tasks that enable leadership to focus on strategic initiatives. The role demands excellent organizational, communication, and multitasking skills, making it vital for the overall efficiency and productivity of the executive office.

- Bachelor’s degree in business administration or related field preferred
- Minimum of 5 years of experience as an executive assistant or similar role
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
- Excellent written and verbal communication skills
- Strong organizational and time-management skills
- Ability to multitask and prioritize tasks effectively
- Discretion and confidentiality in handling sensitive information
- Strong attention to detail and accuracy
- Ability to work independently and as part of a team
- Proactive and solution-oriented mindset
- Experience with calendar management and scheduling
- Experience in coordinating travel arrangements
- Strong research and data-gathering skills
- Professional demeanor and strong interpersonal skills
- Flexibility and adaptability in a fast-paced environment
- Ability to manage expenses and prepare detailed expense reports
- Familiarity with office management systems and procedures
- Ability to handle personal tasks and errands with discretion
- Strong project management skills and the ability to track project timelines and deliverables

- Manage and coordinate executives' schedules, calendars, and appointments
- Arrange and book travel, accommodations, and itineraries
- Screen and prioritize incoming emails, phone calls, and mail
- Draft, review, and edit correspondence, reports, and presentations
- Organize and prepare for meetings, including drafting agendas and taking minutes
- Follow up on action items post-meetings
- Handle confidential and sensitive information with discretion
- Act as a liaison between executives and stakeholders
- Track and manage expense reports and financial documentation
- Conduct research to support decision-making and strategic initiatives
- Prepare materials for board and high-level meetings
- Monitor project timelines and ensure deliverables are met
- Maintain both electronic and physical filing systems
- Ensure smooth communication and workflow within the organization
- Assist with personal tasks and errands as required
- Execute special projects and assignments as directed
- Coordinate logistics and arrangements for corporate events and functions
- Manage office supplies and maintain an organized office environment

The ideal candidate for the Executive Assistant role is a highly organized and detail-oriented professional with at least five years of experience in a similar capacity, preferably with a bachelor's degree in business administration or a related field. They exhibit exceptional multitasking abilities and outstanding problem-solving and analytical skills, allowing them to handle various tasks efficiently under pressure. Demonstrating a high degree of discretion and professionalism, this individual excels in both written and verbal communication, which aids in effective relationship management with internal and external stakeholders. Their strong organizational and time-management capabilities ensure that executives' schedules, appointments, and travel arrangements are handled seamlessly. Technologically savvy and quick to adapt to new tools, the candidate adeptly manages electronic and physical filing systems, expense reports, and project timelines. A proactive and self-motivated individual, they anticipate executives' needs, handle personal errands with confidentiality, and maintain a polished, professional demeanor. Their flexible and adaptable nature enables them to thrive in fast-paced environments, while their strong ethical standards and integrity ensure the highest level of confidentiality and trustworthiness. Above all, their proactive mindset and exceptional judgment make them a reliable and invaluable asset to the executive team.

- Manage and maintain executives' schedules, including scheduling meetings, appointments, and travel arrangements.
- Screen and prioritize incoming communications, such as phone calls, emails, and mail.
- Prepare and edit correspondence, reports, presentations, and other documents.
- Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items.
- Handle confidential and sensitive information with discretion and professionalism.
- Serve as the primary point of contact between executives and internal/external stakeholders.
- Manage and track expenses and prepare expense reports for executives.
- Conduct research and compile data to support decision-making and strategic planning.
- Assist in the preparation of materials for board meetings and other high-level conferences.
- Monitor and follow up on project timelines and deliverables.
- Organize and maintain filing systems, both electronic and physical.
- Coordinate with other departments to ensure smooth communication and workflow.
- Assist with personal tasks and errands as required by executives.
- Handle special projects and assignments as directed by executives.
- Coordinate logistics and arrangements for corporate events and functions.
- Maintain an organized office environment and manage office supplies inventory.

- Highly organized and detail-oriented
- Excellent multitasking abilities
- Strong problem-solving and analytical skills
- High degree of discretion and professionalism
- Exceptional time-management capabilities
- Excellent communication skills, both written and verbal
- Strong interpersonal skills for effective relationship management
- Reliable and proactive
- Ability to work well under pressure and meet deadlines
- Technologically savvy and quick to adapt to new tools
- Self-motivated and able to work independently
- Strong sense of initiative and ability to anticipate needs
- Flexible and adaptable to changing priorities
- Strong ethical standards and integrity
- Excellent judgment and decision-making abilities
- Ability to maintain a high level of confidentiality
- High level of professionalism and a polished demeanor
- Ability to manage multiple priorities with a sense of urgency
- Demonstrates a proactive and solution-oriented mindset

- Competitive salary range
- Comprehensive health insurance (medical, dental, vision)
- 401(k) retirement plan with company match
- Paid time off (vacation, sick leave, holidays)
- Flexible work schedule
- Remote work opportunities
- Professional development and training programs
- Tuition reimbursement
- Employee wellness programs
- Life and disability insurance
- Employee assistance program (EAP)
- Commuter benefits
- Paid parental leave
- Access to company-sponsored events and outings
- Performance-based bonuses
- Opportunities for career advancement
- Access to in-house fitness center
- Regular team-building activities
- Office snacks and beverages