Overview
Executive Administrative Assistant Jobs in San Jose, Costa Rica at Allyis
Title: Executive Administrative Assistant
Company: Allyis
Location: San Jose, Costa Rica
JOB DESCRIPTION:
We’re seeking a highly organized and tech-savvy Executive Admin to support four senior leaders in a fast-paced, global environment. The ideal candidate is proactive, detail-driven, and excels at managing competing priorities with ease.
Key Responsibilities:
📅 Calendar & Meeting Management
- Coordinate complex executive calendars
- Schedule meetings, travel, and events
- Anticipate conflicts and resolve scheduling issues
- Ensure accurate logistics (links, time zones, materials)
🗂️ Administrative & Operational Support
- Prepare reports, presentations, and documentation
- Maintain confidentiality and professionalism
- Organize files and support project/event coordination
🤝 Communication & Collaboration
- Act as liaison between directors and stakeholders
- Ensure clear communication and team alignment
- Provide regular updates on tasks and priorities
💰 Budget & Expense Tracking
- Monitor and reconcile executive budgets
- Prepare expense reports and support cost-efficiency
📊 Light Project Coordination
- Support cross-functional projects from planning to execution
- Track progress and follow through on action items
Key Competencies
Work Under Pressure
- Demonstrated ability to thrive in a high-pressure environment and manage multiple tasks and deadlines simultaneously.
- Maintain composure and efficiency when faced with challenging situations or tight deadlines.
- Proactive approach to problem-solving and ability to remain focused and productive under stress.
Multitasking
- Proven track record of effectively managing multiple priorities and tasks in a fast-paced setting.
- Ability to quickly adapt to changing circumstances and prioritize tasks to meet deadlines.
- Strong organizational skills and attention to detail to ensure accuracy and completeness of work.
- Task Execution Accuracy: Develop and follow a systematic approach to task execution, such as creating checklists or using project management tools to track progress and ensure all steps are completed accurately and on time.
Strong Communication Skills
- Excellent verbal and written communication skills, with the ability to convey information clearly and concisely.
- Strong interpersonal skills, with the ability to build and maintain positive relationships with colleagues, clients, and stakeholders.
- Effective listening skills to understand and address the needs and concerns of others. Efficiency in Daily Tasks
- Highly efficient in performing routine tasks with accuracy and consistency.
- Ability to streamline processes and develop effective systems to enhance productivity.
- Strong time management skills to ensure timely completion of tasks and projects.
Detail-Oriented excellence
- Demonstrates impeccable attention to detail in managing schedules, communications, and administrative tasks.
- Ensures accuracy and thoroughness in all aspects of work, anticipating potential issues and addressing them proactively
Calendar and Scheduling Mastery
- Manages complex calendars with precision, ensuring alignment with business priorities and minimizing conflicts.
- Plans and coordinates meetings, events, and travel with a focus on optimizing time and efficiency.
Confidentiality and Discretion
- Handles sensitive information with the utmost confidentiality and professionalism.
- Build trust through ethical handling of executive and business matters.
What We’re Looking For
- 5+ years of admin experience (multinational preferred)
- Proficient in the usage of Microsoft 365 tools, including Microsoft PowerPoint, Outlook, Excel, and Power BI.
- Bilingual in English and Spanish
- Exceptional time management and problem-solving skills
- Strong communication and interpersonal abilities
- Detail-oriented and resourceful under pressure
- Bonus: Experience in project coordination or PM support
