Executive Assistant to the CEO, (Panama-Based)

Job Overview:

InVitro Capital is seeking a dedicated and highly organized Executive Assistant to the CEO to support the seamless operation of the CEO’s office. This elite role requires exceptional communication, organizational skills, and a proactive approach to managing the CEO's professional life. The Executive Assistant will coordinate schedules, manage correspondence, oversee the CEO's travel arrangements, and ensure that every detail of the CEO's day-to-day activities is handled with precision and discretion.

This is a remote position, but flexibility in availability is essential due to potential time zone changes based on the CEO’s location and schedule.

Key Responsibilities:

• Calendar Management: Efficiently manage and maintain the CEO’s calendar, scheduling appointments, meetings, and travel arrangements to ensure optimal productivity.
• Communication Management: Screen and prioritize incoming calls, emails, and correspondence. Respond on behalf of the CEO when appropriate and ensure timely communication.
• File and Document Organization: Maintain accurate and accessible documentation, both electronic and physical.
• Online Presence Management: Oversee and maintain the CEO’s online presence, including managing social media accounts, professional profiles, and public-facing digital platforms to ensure alignment with their personal and professional brand.
• Travel Management: Coordinate and book all travel arrangements for the CEO, including flights, accommodations, transportation, and itineraries, ensuring a seamless experience.
• Expenses Management: Track, manage, and reconcile the CEO’s expenses, ensuring accurate and timely reporting.
• Personal Chores Management: Assist with personal tasks and errands as needed to help the CEO maintain a balanced and organized schedule.
• General Administrative Support: Draft correspondence, manage office supplies, and provide high-level administrative assistance as needed.

Minimum Qualifications:

• Bachelor’s degree in Business Administration or a related field.
• 7–10 years of proven experience as a Personal Assistant, Executive Assistant, or in a similar role supporting C-level executives.
• Extensive experience in coordinating travel arrangements.
• Demonstrated ability to handle multiple tasks, prioritize effectively, and manage competing deadlines.
• Proven discretion and integrity in managing confidential information.
• Strong communication and interpersonal skills, capable of professionally engaging with stakeholders at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• High attention to detail with a commitment to accuracy and excellence.
• Flexibility to adapt to demanding schedules and changes in time zones.

Preferred Qualifications:

• Familiarity with project management tools and software.
• Experience in public relations (PR) is a plus.

Why Join Invitro Capital?

• Work on cutting-edge AI and B2B technologies: We are at the forefront of AI and B2B innovation. Our employees have the opportunity to work on the latest and greatest technologies, and to make a real impact on the SME market.
• Help build and grow successful startups: We are committed to helping our portfolio companies succeed. Our employees play a vital role in building and growing these companies. This is not a 9 to 5 job. This is a startup environment with a give-it-all mentality.
• Work with some of the best minds in the industry: You will be part of a team of seasoned entrepreneurs and product leaders who are on a mission to make a difference in the SME space. You will have the chance to work with some of the best minds in the industry.
• Supportive and collaborative work environment: We believe in creating a supportive and collaborative work environment where our employees can thrive.
• Competitive compensation: We offer a competitive compensation package, with salaries ranging from [$1,300 to $ 1,800 monthly], payable in USD.