Executive Assistant

• Support the founder and family across personal administration, scheduling, household coordination, and business operations
• Make outbound calls to schedule appointments for the founder, family members, and household contacts
• Coordinate multiple calendars and keep schedules synchronized
• Set up medical, personal, and professional appointments and confirm logistics
• Proactively manage scheduling conflicts and communications
• Coordinate household staff, including nanny scheduling and communication
• Manage meal ordering, household supplies, vendors, and recurring household logistics
• Support family events, social dinners, community events, and gatherings
• Assist with baby and family-related administrative tasks
• Operate established systems, shared documentation, preference logs, and decision-making frameworks
• Maintain and improve documentation as preferences evolve
• Use Claude Cowork and other AI tools to streamline administrative workflows
• Support adoption and refinement of AI tools across personal and business operations
• Gradually take on business scheduling, communications, project coordination, and executive support
• Grow into a business partner or chief-of-staff-adjacent resource

Executive Assistant – Personal and Business

• Answer approximately 30 inbound patient calls per day and respond to general questions
• Schedule and coordinate patient appointments while maintaining accurate information
• Look up patient records and navigate digital systems to locate relevant information
• Receive documents through digital eFax and upload them accurately into appropriate patient records/systems
• Support basic administrative tasks, follow-ups, and document management
• Maintain confidentiality and handle patient information responsibly
• Use VoIP, digital eFax, patient portals, and other clinic systems
• Remotely support New Jersey clinics and reduce administrative workload for medical staff

Bilingual Patient Services Representative – Virtual Assistant

• Apoiar o fundador e CEO nas operações profissionais e pessoais, permitindo que ele se concentre em estratégia, crescimento e liderança.
• Gerenciar e otimizar a agenda e a caixa de entrada do CEO, incluindo agendamentos, blocos de foco, acompanhamentos, sinalização de prioridades e respostas adequadas em nome do CEO.
• Manter o alinhamento entre as agendas profissional e pessoal.
• Prestar suporte de escrituração contábil e contabilidade utilizando o QuickBooks.
• Prestar suporte à elaboração e gestão de contratos para conformidade governamental e assistência secundária em marketing.
• Documentar, organizar e aprimorar os fluxos de trabalho e os Procedimentos Operacionais Padrão da empresa no Notion.
• Apoiar os sistemas internos de accountability, acompanhamento de tarefas e delegação entre as operações e a estrutura da equipe.
• Gerenciar a configuração de faturamento de clientes, faturas mensais, comissões e reembolsos.
• Manter registros financeiros digitais precisos e organizados.
• Planejar e gerenciar voos, acomodações, inscrições em conferências, itinerários e um calendário anual com 8 a 9 eventos do setor.
• Atuar como principal elo de comunicação entre o CEO, a equipe interna e parceiros externos.
• Fornecer atualizações e resumos estruturados sobre prioridades, progresso e prazos.
• Apoiar sistemas de time-blocking e produtividade.
• Manter as proteções de cibersegurança e administrar adequadamente o acesso restrito à agenda e ao e-mail.
• Apoiar as operações de gestão de propriedades e executar tarefas no nível de assistente de gestão de propriedades.
• Utilizar Notion, Slack, Google Workspace, Todoist ou plataformas similares, Appfolio e LeadSimple nas operações e na comunicação.
• Comunicar-se por meio de interações diárias no Slack, reuniões semanais de acompanhamento no Zoom e resumos por e-mail.

Executive Assistant – CEO Support, Real Estate Experience

• Manage complex calendars, schedule meetings, and coordinate travel logistics for executives
• Serve as the primary liaison between executives and internal/external stakeholders
• Organize and prioritize incoming requests, emails, and communications, ensuring prompt follow-up
• Prepare reports, presentations, and correspondence using Microsoft Office Suite
• Support event planning, logistics, and meeting coordination
• Handle confidential information with discretion and professionalism
• Track key deliverables and drive completion of outstanding items
• Perform general office management and administrative tasks as needed
• Enable executive productivity and support team success

• Own end-to-end scheduling for multiple senior leaders
• Proactively manage shifting priorities and catch conflicts before they happen
• Build and communicate meeting invites and maintain calendar norms
• Coordinate scheduling across US Eastern and Pacific time zones
• Book flights, accommodations, and ground transportation
• Build detailed itineraries accounting for time zones and back-to-back meetings
• Handle travel rebooking and troubleshooting, including conference travel and hotel blocks
• Process invoices and bill payments
• Create and submit expense reports, including coding, documentation, and reimbursements
• Make outbound calls on behalf of senior leaders
• Book appointments, confirm meetings, and follow up with external contacts
• Assist with logistics planning for team events, offsites, and retreats
• Build lightweight processes and SOPs as the company grows

Executive Assistant jobs in Costa Rica

Executive Assistant – Personal and Business

Bilingual Patient Services Representative – Virtual Assistant

Executive Assistant – CEO Support, Real Estate Experience

Executive Assistant

Executive Assistant, Founder Support