Executive Assistant at VirtueStaff · Panama…

VirtueStaff is are seeking a high-level, confident Executive Assistant to serve as a strategic partner to our client. This is not an "order-taker" role; we need a proactive thinker who will learn the nuances of the business to serve clients and manage operations with autonomy. You will be the primary gatekeeper for communications, the architect of client onboarding, and the manager of our digital content and sales systems. The ideal candidate thrives in a fast-paced environment and leverages AI and modern tech to stay three steps ahead of the schedule.

Responsibilities

• Proven experience with email and calendar management

• Manage the owner’s email and LinkedIn, interacting with clients on her behalf with high-level customer service and professional "voice".

• Oversee a complex calendar, manage all Zoom calls, and capture comprehensive notes that drive action items

• Lead the onboarding process for new clients and pull together high-impact presentations for meetings

• Maintain the CRM (ActiveCampaign) by reconciling contacts and performing high-level sales administrative activities

• Manage digital content and ensure all postings into the Learning Management System (LMS) are accurate and timely

• Manage file structures in Google Drive and project workflows in Asana, utilizing advanced worksheet knowledge to track data

• Proven experience as an Executive Assistant working directly for a business owner in a fast-paced, busy environment

• Exceptional critical thinking skills; must be a proactive and anticipates needs before they are articulated

• Advanced knowledge of ActiveCampaign, Asana, and Google Drive

• Strong Excel/Sheets knowledge and data exposure

• Highly proficient in using AI tools to increase efficiency and speed

• High attention to detail, the ability to learn on the fly, and a confident "executive presence" in client-facing interactions

• Work From Home

• Performance Bonus