Job Description

Executive Assistant to the CEO

Company: Corporate Stays

Job Type: Full-Time Freelancer

Schedule: Monday to Saturday, 9 am to 6 pm Panama time

Work Arrangement: Remote

Reports To: CEO

About Corporate Stays

Corporate Stays specializes in furnished accommodations for corporate travelers and extended stays. We are committed to delivering exceptional service, building strong business relationships, and supporting the continued growth of our operations.

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide direct support to the CEO. This person will be responsible for managing schedules, coordinating meetings, tracking priorities, preparing documents, and ensuring that important tasks and follow-ups are handled efficiently.

The ideal candidate is resourceful, discreet, and comfortable working independently in a fast-paced environment. They should have excellent communication skills, strong attention to detail, and the ability to anticipate needs and keep multiple priorities organized.

Key Responsibilities

• Manage the CEO's calendar, schedule meetings, and coordinate appointments and commitments.
• Organize meetings, prepare agendas, gather relevant materials, and document key decisions and action items.
• Track pending tasks, deadlines, and follow-ups to ensure commitments are completed on time.
• Coordinate with department leaders and team members regarding outstanding tasks, projects, and priorities.
• Manage and prioritize email correspondence, flagging urgent matters and drafting responses when needed.
• Prepare and organize reports, presentations, spreadsheets, and other executive documents.
• Conduct research and gather information to support the CEO's decision-making.
• Coordinate business travel, including flights, accommodations, transportation, and itineraries when required.
• Handle confidential information and sensitive business matters with discretion.
• Support the coordination of company meetings, projects, and special initiatives.
• Maintain organized records, documentation, and follow-up systems.
• Identify scheduling conflicts, potential delays, and pending matters that require the CEO's attention.
• Improve administrative workflows and communication processes to increase efficiency.
• Support and coordinate special projects and initiatives assigned by the CEO, ensuring tasks, deadlines, and deliverables are clearly tracked and completed on time.
• Perform additional administrative and coordination tasks as assigned by the CEO.

Qualifications

• Previous experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or in a similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal English communication skills; Spanish is an advantage.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities and meet deadlines.
• Strong written communication and professional correspondence skills.
• Ability to handle confidential information with discretion.
• Proactive, resourceful, and solution-oriented mindset.
• Ability to work independently with minimal supervision.
• Proficiency in Google Workspace, including Gmail, Google Calendar, Docs, Sheets, and Slides.
• Familiarity with project management and communication tools such as Basecamp is an advantage.
• Comfortable working remotely in a fast-paced environment with changing priorities.