Executive Personal Assistant - Venezuela

Role overview

Responsibilities

• Compile data and prepare accurate reports and presentations for the supervisor within deadlines.
• Process communications, take messages, distribute information, and provide professional service to visitors and business partners.
• Maintain the supervisor's scheduler, arrange appointments, and remind the supervisor about critical meetings.
• Screen visitors and maintain logs of visitors and appointments.
• Confidentially distribute, record, and file correspondence, calls, and queries; maintain document traceability.
• Screen, organize, and distribute departmental documents, track replies, and alert the supervisor to urgent matters.
• Screen and forward approved calls; monitor document handling under the quality management system.
• Disseminate departmental emails and ensure couriers and packages are delivered or received promptly.
• Arrange conference calls and travel and fulfill other administrative requirements assigned by the supervisor.
• Support HSE initiatives, safety awareness, and incident reporting and resolution under company and IMS policies.

Requirements

• At least five years of relevant working experience in Venezuela; currently based in Caracas with authorization to work locally.
• Strong understanding of the Venezuelan market and local business environment.
• Fluent spoken and written Spanish and English.
• Bachelor's degree in Business Administration or a related field.
• ERP knowledge is required; SAP functional skills are preferred.
• Able to prioritize tasks, manage deadlines, and handle multiple responsibilities.
• Strong communication and problem-solving skills; maintain discretion when handling sensitive information.

Knowledge and competencies

• Administrative skills include scheduling, calendar management, travel arrangements, and correspondence.
• Competencies listed include agility, AI fluency, resilience, quality, leadership, inventory management, calendar maintenance, document and record control, travel arrangements, and administrative document design.