Executive Assistant

Description

Position Summary: We are seeking a high-level executive assistant or family office assistant who is highly organized, proactive, and possesses exceptional executive judgment—capable of anticipating needs and resolving complex situations autonomously. Key Highlights: 1. High-responsibility role with autonomy 2. End-to-end management of schedules and logistics 3. Advanced multitasking with zero margin for error The *IOS OFFICES* team is growing, and we are looking for top-tier talent to join our family! At IOS OFFICES, we are passionate about what we do. We seek a highly organized, proactive individual with exceptional executive judgment—someone capable of anticipating the needs of the General Director and autonomously resolving complex situations in high-demand environments. A service-oriented professional with advanced multitasking skills and zero margin for error in daily operations. Requirements * Bachelor’s or Master’s degree (Administration, International Relations, or related field) * Minimum 5 years of experience as an Executive Assistant or Family Office Assistant * Advanced English * Proficiency in Microsoft Office (Word, Excel, Drive) and Google Workspace * Knowledge of financial management and public relations Main Responsibilities: * Full management of the executive calendar: meetings, appointments, calls, and personal and professional commitments—with zero errors. * Coordination of domestic and international travel: flights, accommodations, transportation, itineraries, and memberships (TSA PreCheck / Global Entry). * Property administration for residences: maintenance, vendors, utility payments, insurance, and incident tracking. * Logistical and administrative support to the Director’s family. * Liaison with boards and institutions: meeting invitations, confirmations, logistical preparation, and follow-up on commitments. * Supervision of support staff: drivers and cleaning personnel (routes, schedules, performance, uniforms). * Financial control: petty cash management, tracking of personal and administrative expenses, corporate card reconciliation. * Vehicle fleet management: policy renewals, registration renewals, license plates, vehicle taxes, and inspections for the entire fleet. * Administrative support to the Real Estate division: invoices, accounting files, and document organization. * Organization of corporate, social, and promotional events: logistics, vendor coordination, and on-site supervision. * Coordination of the Director’s personal services. * Coordination of business groups: calendar management, confirmations, and logistics when the Director hosts. * Annual planning of corporate gifts: quotation, selection, ordering, list management, and delivery coordination. Schedule * Monday to Friday, 8:00 a.m. to 6:00 p.m., in-office * Full availability and immediate response capability Benefits: * Statutory benefits * Savings fund: 10% * Cafeteria and dining services * Preferential discounts * Wellness program * TotalPass Employment Type: Full-time Salary: $30,000.00 - $40,000.00 per month Education: * Completed Bachelor’s degree (Desirable) Experience: * Executive Assistant: 5 years (Mandatory) Language: * English (Mandatory) Work Location: On-site employment