Spanish / English speaking - C-Suite Executive Assistant - 62667267739

Role: Spanish / English speaking - C-Suite Executive Assistant

Priority Location: LATAM - Costa Rica, South Africa, Philippines  

Working Hours: Hours are flexible, based on increase/decrease of work (fluctuate weekdays+weekends)

Type of contract: Independent Contractor 

Type of job: Remote

Start date: ASAP

About the Company: Small non-profit civic innovation laboratory dedicated to strengthening and revitalizing freedom and democracy. Headquartered in Costa Rica, operate across regional and global initiatives to build infrastructure for open societies through education, innovation, and ecosystem coordination. 

About the Role: The Executive Assistant serves as a strategic operational partner to senior leadership in a high-trust, high-performance environment where precision and follow-through are non-negotiable. Designed for a driven, Type-A personality with obsessive attention to detail, this role demands full bilingual fluency in English and Spanish to manage cross-cultural communications and operations seamlessly. The ideal candidate brings strong financial literacy, comfortably taking ownership of accounting documentation, expense management, and reconciliation through tools like Expensify. Tech-forward and adaptable, this professional leverages modern AI tools to optimize executive workflows, automate routine processes, and hit the ground running on day one with zero handholding required.

Key Responsibilities:

• Executive Calendar Architecture: Manage complex calendars across time zones, coordinate with senior stakeholders, and proactively optimize leadership time.
• High-Level Travel & Logistics: Provide white-glove execution for travel, including booking flights/hotels, preparing detailed itineraries, and handling last-minute adjustments.
• Operational Discipline: Maintain internal systems (Monday.com, Google Drive, Calendar) and track action items across initiatives.
• Communication: Draft and manage executive communications in both English and Spanish.
• Financial Documentation: Handle expense documentation, summaries, and coordination with accounting.

Qualifications:

• Experience: 5+ years in executive support, operations, or high-level travel coordination, supporting 4 executives at most.
• Language: Fully bilingual (English and Spanish, written and verbal).
• Tools: Proficient in Monday.com, Google Calendar, and Google Workspace. Experience with Expensify is preferred.
• Skills: Exceptional attention to detail, accounting familiarity, high discretion, and sound judgment.
• Availability: Flexible and on-call; must be available for urgent travel changes, including weekends and evenings during high-travel periods.