Executive Assistant to CEO

We are seeking a highly organized, proactive, and bilingual Executive Assistant to support a busy entrepreneur based in Dorado, PR. This hybrid role will primarily be based at the principal’s home, with occasional remote work. Reliable transportation is required, as well as conversational proficiency in English and Spanish to communicate effectively with a wide range of stakeholders. Interest or experience in aviation is a bonus, as one of the principal’s companies is PRJets, a jet management firm.

Applicants may also be considered for an optional contract role as Personal Assistant to the Family (10-15 hours per week). Applying for this additional role is optional and will not affect candidacy for the Executive Assistant position.

While you will have the freedom to set your own schedule, a 24/7 mindset is necessary due to the dynamic nature of the principal’s work and responsibilities. This part-time role requires 15–25 hours per week, offering a flexible schedule and competitive pay based on qualifications. Additional hours may be available depending on your skills and interest. The role also has the potential to expand into a full-time position in the future.

What You'll Do:

• Maintain and organize the CEO’s agenda, ensuring all meetings, appointments, and deadlines are scheduled and communicated.

• Assist in day-to-day business administration by managing expense reports, reconciling accounts, and tracking financial data.

• Act as the primary point of contact for clients, vendors, and stakeholders, ensuring clear and effective communication on behalf of the CEO.

• Collaborate with accounting teams across Puerto Rico, the Netherlands, and Cyprus to ensure accuracy and compliance.

• Maintain compliance calendars, ensure businesses meet all regulatory requirements, and coordinate with accountants and legal teams as needed.

• Track client payments, manage accounts receivable and payable, and prepare monthly financial dashboards and summaries.

• Manage bill payments, renewals, and subscriptions to ensure everything remains up-to-date

• Coordinate all pre-flight requirements, including filing necessary documents, arranging travel schedules, and ensuring all details are finalized.

• Oversee jet maintenance communications, manage vendor contracts, and handle procurement processes efficiently.

• Assist with onboarding new hires, maintaining personnel records, and ensuring proper documentation is filed.

• Support the CEO and their family by managing household-related administrative needs, such as bill payments, mail handling, and appointment scheduling.

Must Have:

• Based in Dorado /San Juan Puerto Rico

• Proven experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or similar role, demonstrating a strong ability to handle high-level administrative tasks.

• Proficient in using productivity tools such as Google Workspace and AI tools (ChatGPT). Familiarity with Odoo or other ERP systems is a plus.

• High level of flexibility and willingness to be on call 24/7 

• Excellent organizational skills and ability to prioritize, multitask, and meet deadlines under pressure.

• Excellent customer service skills with a friendly demeanor

• Strong verbal and written communication skills in Spanish and English

• “Get things done” attitude, demonstrating a proactive approach and problem-solving mindset.

• Ability to take ownership of the tasks

Nice to Have

• Familiarity with household and travel management is a plus

• Previous experience in aviation

• Familiarity with negotiating service provider rates and managing operational logistics.

• Genuine enthusiasm for technology, entrepreneurial communities, and aviation is a strong plus.

Why to apply?

• Dynamic Environment: Say goodbye to monotony! This role offers a constantly evolving environment where no two days are the same.

• Exciting Travel Opportunities: Occasionally travel to Europe and the mainland, fully covered, to support the principal at conferences and events.

• Work-Life Balance: Enjoy U.S.-based holidays to recharge and relax.

• Performance-Based Growth: Your salary will grow with your performance and experience, along with bonus opportunities.

• Cutting-Edge Technology: Stay ahead by working with the latest tools and technologies, keeping your skills sharp and relevant.

To Apply

Submit a cover letter explaining why you believe you are a great fit for this position, along with your resume (PDF format only). Applications without a cover letter or resumes in other formats will not be considered.

We look forward to hearing from you!

Apply Now!