Executive Assistant

• Calendar Management & Executive Support
• Own and manage the principal's complex calendar, including scheduling meetings, resolving conflicts, and ensuring time is aligned with priorities.
• Coordinate internal and external meetings across multiple stakeholders and time zones.
• Ensure the principal's schedule is accurate, current, and clearly communicated to relevant team members.

• Lead all phases of travel planning, including intake, research, booking, itinerary creation, in-trip support, and post-trip follow-up.
• Manage a pipeline of upcoming trips of varying complexity, from local Puerto Rico travel to mainland U.S. travel to multi-city international itineraries.
• Assess and prioritize travel-related tasks based on complexity, timing, purpose, and stakeholder involvement, including personal travel, relationship travel, and business travel.

• Conduct thorough research on flights, accommodations, dining, ground transportation, activities, and wellness-related experiences.
• Present curated, ranked recommendations with clear rationale to support fast, informed decision-making.
• Book and manage all travel components using preferred platforms, vendors, and loyalty programs.
• Oversee seat selection, frequent flyer accounts, TSA PreCheck, check-ins, and boarding pass delivery.

• Build comprehensive, detail-rich itineraries that include daily schedules, logistics, contact information, and contingency plans.
• Lead pre-trip kickoff and final briefing meetings with the principal and other relevant stakeholders.
• Ensure plans are confirmed, calendared, and shared with the broader team when helpful for visibility and coordination.
• Add all trip-related events to the principal's calendar with accurate time zones, travel buffers, and reminders.
• Coordinate calendar adjustments across time zones, especially for international travel.

• Provide responsive support during travel, including handling disruptions such as delays, cancellations, lost luggage, and urgent medical or logistical issues.
• Send daily itinerary updates and reminders for more complex trips.
• Manage timely ad hoc requests that arise while the principal is traveling.
• Adjust working hours as needed to support early flights, late arrivals, and time zone differences during active travel periods.

• Facilitate post-trip debriefs and gather feedback from the principal.
• Update travel preferences, destination notes, databases, and SOPs based on lessons learned.
• Reconcile travel expenses and ensure receipts and documentation are uploaded accurately and promptly.

• Serve as a primary point of contact between the principal, leadership team, and internal or external stakeholders.
• Communicate with professionalism, warmth, discretion, and clarity.
• Provide timely, detailed updates to the team regarding schedule changes, travel plans, and other relevant principal-related logistics.
• Collaborate closely with the broader support team, including leading group assistant meetings with the principal when needed.

• Help maintain an organized and professional office environment shared by the family office team.
• Support the planning and coordination of company meetings, offsites, and other executive or team events.
• Assist with financial and administrative tasks as needed.
• Provide ad hoc support to team leads and staff in a way that strengthens overall team effectiveness.

• Handle highly sensitive information with exceptional discretion and sound judgment.
• Maintain the highest standards of confidentiality, professionalism, and trust in all interactions and communications.

• *5–7+ years of experience* in an Executive Assistant, travel management, or similar high-trust support role, ideally supporting a principal, founder, or C-suite executive with complex personal and business travel.
• Deep experience managing complex calendars, coordinating across multiple stakeholders, and handling travel that requires precision, adaptability, and strong judgment.
• Strong organizational and analytical skills, with the ability to manage many moving pieces without losing attention to detail.
• *Excellent research and decision-support skills*, with the ability to synthesize options into clear, ranked recommendations.
• Strong written communication skills, including the ability to produce concise briefings, polished updates, and clear decision rationales.
• Warm, grounded, and professional verbal communicator who can build trust across a calm, low-ego, high-care team culture.
• Highly self-directed and proactive, with a bias toward proposing solutions rather than waiting for instructions.
• Comfortable operating in ambiguity and adapting to changing priorities, shifting timelines, and evolving scope.
• Strong sense of ownership, follow-through, and commitment to continuous improvement.
• *Tech-savvy and systems-oriented*, with comfort using tools such as Notion, Google Calendar, Ramp, project management platforms, and travel booking systems.
• Available full-time, with meaningful overlap with Atlantic Standard Time and willingness to provide support outside standard hours for defined travel-related needs.
• Bilingual in English and Spanish.

• Always maintain a professional and positive demeanor.
• Communicate clearly, promptly, and professionally with principal, team members, vendors, and clients.
• Stay informed on office policies, procedures, and best practices.
• Effectively manage time to meet deadlines and proactively avoid delays.
• Complete assigned tasks and projects on time and to quality standards, aligned with company norms, boundaries and best practices.
• Actively contribute to team discussions, decision-making, and cross-functional support.
• Seek and offer feedback to support continuous learning and team performance.
• Assist with special projects and other duties as assigned.

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Buscojobs