[Hiring] Executive Assistant @Emapta

Role Description

Make every executive decision count by creating the organization and efficiency that successful financial services leaders depend on. As an Executive Assistant, you'll coordinate priorities, streamline communications, and support strategic operations across global teams. With Emapta, pursue a long-term international career offering remote flexibility, professional growth, meaningful exposure, and a Top 1% workplace designed for exceptional talent worldwide.

Qualifications

• More than 3 years of experience in executive assistance or administrative support for senior executives within a high-volume, fast-paced business environment.
• Proficiency in Microsoft Office Suite, customer relationship management (CRM) systems, and collaboration platforms such as Microsoft Teams, Slack, and Zoom.
• Exceptional verbal and written communication skills, with the ability to represent executives professionally in interactions with clients, prospective hires, and business partners.
• Strong organizational and time management skills, with proven ability to manage multiple executive inboxes, complex calendars, competing priorities, and critical deadlines.
• Demonstrated ability to anticipate executive needs, exercise sound judgment, take initiative, and resolve administrative challenges independently.
• High level of discretion, confidentiality, and integrity when handling sensitive business and personal information.
• Excellent responsiveness and adaptability, with the ability to address urgent requests and communicate effectively through email, phone calls, and text messages.

Requirements

• Previous executive support experience in mortgage lending, real estate, financial services, or a related industry.
• Proficiency in CRM platforms such as Salesforce or Jungo.
• Familiarity with AI productivity tools such as Fathom, ChatGPT, or Fixer.ai.

Benefits

• 5-day work week
• Weekends off
• Work-from-home arrangement
• 20 vacation days in total
• Prepaid medicine
• Fully customized Emapta laptop and peripherals
• Direct exposure to global clients
• Career growth opportunities
• Diverse, inclusive, and supportive work environment where every individual is respected, valued, and empowered to succeed
• Prime office locations in Bogotá and Medellín
• Unlimited upskilling through Emapta Academy courses

Your Daily Tasks

• Inbox & Communication Management:
  • Organize and prioritize executive inboxes, identify urgent correspondence, and escalate critical emails promptly.
  • Draft, proofread, and send professional correspondence on behalf of senior executives.
  • Respond promptly to routine client and team inquiries to maintain efficient and professional communication.
  • Delegate and route emails to appropriate team members to ensure timely action and efficient workflows.
• Task & Deadline Tracking:
  • Maintain comprehensive executive task lists, monitor deadlines, and provide timely reminders to ensure critical commitments are fulfilled.
  • Track outstanding action items, follow up proactively with executives and team members, and confirm task completion.
  • Prepare weekly executive debriefs that summarize pending emails, outstanding tasks, and upcoming business priorities.
• Calendar & Scheduling:
  • Manage complex calendars for two senior executives, including internal meetings, client appointments, recruitment discussions, and personal commitments.
  • Provide daily calendar briefings and timely reminders through text messages or phone calls to ensure executive preparedness.
  • Coordinate schedules, align stakeholder availability, and resolve calendar conflicts with minimal executive involvement.
  • Prepare materials and coordinate logistics for recurring team meetings and organizational events.
• Proactive Executive Support:
  • Anticipate executive needs, identify potential challenges, and implement solutions without constant supervision.
  • Provide real-time executive assistance through proactive reminders, urgent phone calls, and timely updates on upcoming commitments.
  • Facilitate task delegation, forward relevant documents, assign responsibilities, and monitor follow-up actions to ensure completion.
• Recruiting & Vendor Support:
  • Coordinate recruitment activities, track candidate outreach, and follow up with prospective hires to support recruitment progress.
  • Communicate with vendors, business partners, and event organizers on behalf of executives to maintain productive professional relationships.
• Personal Support:
  • Manage personal calendar commitments, including birthdays, anniversaries, family appointments, and other important occasions.
  • Coordinate personal reservations, travel arrangements, and logistical requirements as needed.