Executive Administrative Assistant (Costa Rica only, Remote)

About the Role

We are seeking a highly organized and proactive Executive Assistant to support the broader Executive Leadership Team. This role will own day-to-day administrative needs, including travel, expenses, and scheduling support for approximately 8 executive leaders, while serving as backup support to the Executive Assistant to the CEO.

This is an ideal opportunity for someone who thrives in a fast-paced environment, enjoys operational excellence, and can manage executive-level operations.

WHAT WILL YOU DO:

Executive Team Support

• Provide administrative support to approximately 8 CE Executive Team members, including scheduling, meeting coordination, and general logistics. Serve as a reliable point of contact for executive-related administrative requests.

Scheduling and Meeting Coordination

• Support scheduling and coordination for CE-related meetings, including internal leadership meetings and external meetings as needed. Manage meeting logistics such as room booking, video conferencing links, and coordinating participants across time zones.

Travel and Expenses

• Coordinate domestic and international travel for CE executives, including flights, hotels, ground transportation, and itineraries. Prepare, submit, and track expense reports and ensure alignment with company policies. Partner with Finance on expense management and corporate card processes as needed.

Backup Support for the CEO's Office

• Provide backup coverage for the Executive Assistant to the CEO, including scheduling support and urgent requests during absences or peak periods.

Events and Team Logistics

• Support logistics for executive off-sites, leadership meetings, and CE team events, including catering and onsite coordination where required.

Administrative and Operational Support

• Assist with document preparation, data entry, correspondence, and general administrative tasks. Support operational efficiency by helping standardize and streamline executive support processes in partnership with the Executive Assistant and Chief of Staff.

WHAT YOU WILL BRING:

• 5+ years of experience in an administrative assistant, executive support, or operations support role.
• Experience supporting multiple leaders in a fast-paced or high-growth environment preferred.
• Post-secondary education in Business Administration or equivalent experience is an asset.
• Strong organizational and time-management skills with exceptional attention to detail.
• Comfortable managing multiple priorities and shifting deadlines.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite and expense management tools.
• Ability to handle sensitive and confidential information with discretion.

1 TO 3 MONTHS: GETTING STARTED

• Build strong working relationships with CE executives and understand individual preferences.
• Independently manage travel and expense processes for assigned leaders.
• Provide reliable scheduling support for CE-related meetings.
• Provide effective backup support to the Executive Assistant when needed.

4 TO 6 MONTHS: BUILDING MOMENTUM

• Consistently manage executive travel, expenses, and scheduling with minimal oversight.
• Proactively identify scheduling conflicts, travel efficiencies, and process improvements.
• Become a trusted administrative partner to CE executives.
• Contribute to standardizing executive support workflows.

7 MONTHS AND BEYOND

• Operate as a fully trusted, go-to administrative resource for the CE team.
• Play a key role in scaling executive operations as the company grows.
• Take on increased responsibility or complexity

Benefits

• Market Leading Compensation Package.
• Wellness Programs to Support Health and Wellbeing.
• Working with the latest tools and technologies in a fast-paced environment.
• Remote Work Flexibility.
• Comprehensive Employee Insurance Coverage: Medical, Dental, Vision, Life Insurance.
• Annual Time Off: Time off is provided in accordance with applicable legislative requirements.
• Global Connected Culture: Hubs in Romania, UK, US, Canada.
• Dynamic Work Culture: Thrive in our innovative and multicultural environment.
• Grow with Us: Continuous development opportunities.