Executive Assistant

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 currently looking for an Executive Assistant highly organized, proactive, and detail-oriented Executive Assistant to provide administrative and organizational support to an executive or leadership team. The ideal candidate will help manage daily priorities, coordinate schedules, maintain clear communication, and ensure administrative tasks are completed efficiently and accurately.

In Teamswell every team member has an instrumental role and impact on the success of our business and our clients’ 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, as well as 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.

RESPONSIBILITIES

Calendar and Schedule Management

·       Manage calendars, schedule meetings, and coordinate appointments.

·       Send meeting invitations, confirm attendance, and communicate schedule changes.

·       Help prioritize appointments and avoid scheduling conflicts.

Email and Communication Management

·       Monitor and organize email inboxes, flagging urgent messages and following up when needed.

·       Draft, proofread, and respond to professional emails as directed.

·       Communicate professionally with clients, team members, and external contacts.

Administrative Support

·       Prepare, organize, and maintain documents, reports, spreadsheets, and digital files.

·       Perform data entry and ensure information is accurate and up to date.

·       Assist with preparing presentations, meeting agendas, and meeting notes.

·       Maintain organized digital records and administrative systems.

Meeting and Task Coordination

·       Schedule meetings and help ensure participants have the necessary information.

·       Track assigned tasks, deadlines, and follow-up items.

·       Remind the executive or team of upcoming commitments and outstanding priorities.

Research and General Support

·       Conduct basic online research and compile relevant information.

·       Assist with travel arrangements, online bookings, and itinerary preparation when needed.

·       Support special projects and other administrative tasks as assigned.

Organization and Confidentiality

·       Handle sensitive information professionally and maintain confidentiality.

·       Identify opportunities to improve administrative processes and organization.

·       Work independently while keeping the executive or team informed of progress.

REQUIREMENTS & QUALIFICATIONS

·       Previous experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, or in a similar support role.

• Proficiency in Microsoft Office or Google Workspace, including email, calendars, documents, and spreadsheets.
• Familiarity with video conferencing platforms such as Zoom or Google Meet.
• Ability to use task management tools, digital calendars, and file-sharing platforms, or learn them quickly.
• Strong written and verbal communication skills in English.
• Excellent organizational and time-management skills.
• High attention to detail and accuracy.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Professional attitude and strong interpersonal skills.
• Ability to work independently and take initiative in a remote environment.
• Problem-solving skills and a willingness to learn new tools and processes.
• Demonstrated reliability, accountability, and discretion when handling confidential information.