Executive Assistant to Executive - Full Time

Job Overview
We are seeking a proactive and highly organized Executive Assistant to support a retired couple in a full-time capacity. This role offers an exciting opportunity to provide comprehensive administrative and personal support, ensuring the smooth operation of daily activities and special projects. The ideal candidate will thrive in a dynamic environment, demonstrating exceptional organizational skills, attention to detail, and a warm, professional demeanor. You will serve as the primary point of contact for scheduling, correspondence, event planning, and various personal errands, helping to enhance the quality of life for the clients while maintaining confidentiality and discretion at all times.

Responsibilities

• Manage complex calendars using Google Workspace, scheduling appointments, events, and travel arrangements with precision.
• Coordinate personal and household tasks, including bill payments using QuickBooks and bookkeeping responsibilities.
• Plan and organize events, social engagements, and appointments to ensure seamless execution.
• Handle correspondence via email, phone calls with excellent phone etiquette, and written communication; proofread and transcribe documents as needed.
• Assist with office management duties such as filing, data entry, document organization, and maintaining records.
• Provide executive administrative support including managing phone calls and client or vendor communications.
• Support project coordination efforts by tracking deadlines, preparing reports, and ensuring timely completion of tasks.
• Perform personal errands such as shopping, scheduling appointments with service providers, and managing household logistics. Have have good driving record and can drive a SUV. Drive couple to appointments in San Juan and around the island.
• Utilize office software including Microsoft Office Suite (Word, Excel), Google Workspace tools (Docs, Sheets), and DocuSign for document signing processes.
• Maintain confidentiality while handling sensitive information related to personal matters or household finances.
• Drug testing required
• Must have good credit score
• Most pass background investigation
• Must be good with dogs and driving into San Juan
• Hours: 40 hours per week. 845 to 545 Monday - Friday with one hour lunch; must be available to drive couple to lunch 10 to 2 Saturdays or Sundays twice per month in San Juan if needed. Comp time will be provided for this weekend work.
• Two weeks vacation.

Experience

• Proven experience as an executive assistant or personal assistant supporting high-level individuals or families in a professional setting.
• Ideal candidate will have 15 years plus of experience in office roles
• Demonstrated proficiency in office management tasks including filing systems, data entry, clerical work, and customer service.
• Strong background in event planning, project coordination, bookkeeping (QuickBooks preferred), and general administrative support.
• Excellent organizational skills with the ability to multitask efficiently in a fast-paced environment.
• Exceptional communication skills with professional phone etiquette and proofreading abilities.
• Familiarity with computer literacy including Microsoft Office Suite (Word, Excel), Google Workspace (Docs, Sheets), multi-line phone systems, calendar management tools like Microsoft Outlook Calendar.
• Experience with transcription or typing at a high level of accuracy is desirable.
• Clean driving record
• Knowledge of office experience including front desk responsibilities and handling client or vendor interactions is advantageous. This full-time position offers an engaging environment where your organizational talents will directly contribute to enhancing the daily lives of our clients. If you are energetic about providing top-tier support with a detail-oriented approach—ready to take on diverse responsibilities—this is the perfect opportunity for you!

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person