Job Details

Executive Personal Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Personal Assistant to provide direct support to the Director of New Business Development.

This is an excellent opportunity for a resourceful professional who thrives in a fast-paced environment, enjoys staying one step ahead, and takes pride in keeping operations running smoothly. You will become a trusted partner, managing schedules, coordinating communications, tracking priorities, supporting business development initiatives, and ensuring day-to-day administrative operations are executed flawlessly.

The ideal candidate is highly dependable, exercises excellent judgment, maintains strict confidentiality, and is comfortable working independently while managing multiple priorities with exceptional attention to detail.

Executive & Administrative Support

• Manage calendars, appointments, and daily priorities for the Director of New Business Development.
• Screen, prioritize, and respond to emails, phone calls, and correspondence.
• Handle confidential information with professionalism and discretion.
• Prepare, edit, and format professional documents, reports, presentations, and spreadsheets.
• Coordinate domestic and international travel arrangements, accommodations, and itineraries.
• Schedule meetings with customers, suppliers, and strategic partners.

Business Operations & Coordination

• Track project timelines, action items, and follow-ups to ensure key initiatives remain on schedule.
• Monitor pending orders, customer communications, and business development activities.
• Enter sales orders and purchase orders accurately and efficiently.
• Maintain organized customer databases, CRM records, digital filing systems, and business records.
• Conduct research and compile information for business opportunities, customer meetings, and special projects.
• Support trade show planning, scheduling, logistics, and post-event follow-up.
• Assist with general administrative tasks and data entry to ensure operational accuracy and efficiency.

What We're Looking For

Required Qualifications

• Bachelor's degree preferred.
• Minimum 3 years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or in a similar administrative support role.
• Advanced English communication skills (written and verbal) (C1 or higher preferred).
• Advanced proficiency with:
• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• Excellent organizational and time management skills.
• Strong attention to detail with outstanding follow-through.
• Ability to prioritize multiple responsibilities while meeting deadlines.
• High level of professionalism, discretion, and confidentiality.
• Strong problem-solving skills with the ability to work independently.
• Excellent interpersonal and customer service skills.
• Highly dependable, trustworthy, and proactive.
• Ability to anticipate needs before they arise.
• Positive attitude and willingness to take ownership of responsibilities.

Preferred Qualifications

• Experience in one or more of the following areas is considered a strong plus:
• International trade, import/export operations, or global logistics.
• Ocean freight, shipping documentation, customs, or supply chain coordination.
• Food ingredients, agricultural commodities, or related industries.
• Supporting senior executives, business owners, directors, or sales leaders.
• CRM and ERP software.
• Event planning, trade show coordination, or customer meeting management.

Why Join This Opportunity?

• Work directly alongside a senior business executive and play a key role in supporting business growth.
• Join a stable, well-established U.S. company with an outstanding reputation in its industry.
• Enjoy a collaborative, professional, and supportive remote work environment.
• Take ownership of meaningful projects with opportunities for long-term professional growth.
• Build a career with a company that values reliability, initiative, and continuous improvement.

Compensation & Benefits

• $1,500 – $2,000 USD per month
• Fully remote position within Latin America.
• Full-time schedule: Monday through Friday, 8:30 AM – 5:30 PM EST.
• Long-term opportunity with a growing U.S.-based organization.
• Work directly with executive leadership and contribute to high-impact initiatives.