Executive Assistant to CEO (Costa Rica-Based, Remote)

Client Overview

InVitro Capital is a venture studio focused on building and scaling AI-driven B2B SaaS companies. We partner with entrepreneurs to launch high-growth startups, providing funding, strategic guidance, and operational expertise to drive innovation and market leadership.

Job Overview

InVitro Capital is looking for a highly organized, proactive, and adaptable Executive Assistant to support our CEO. This role is perfect for someone who thrives in fast-paced environments, enjoys multitasking, and stays calm under pressure.

You don’t need prior experience as an Executive Assistant to a CEO, but you should have experience in an administrative, coordination, or operational role where you managed schedules, handled communications, or supported leadership. A positive attitude, excellent communication skills, and the ability to manage multiple priorities are essential.

This is a remote position, but flexibility is key, as the CEO’s schedule may shift across time zones.

Key Responsibilities

• Calendar Management: Strategically manage the CEO’s schedule, balancing priorities, anticipating conflicts, and ensuring smooth coordination.

• Travel Coordination: Organize and book domestic/international travel, including flights, accommodations, transportation, and itineraries.

• Expense Tracking: Manage and reconcile the CEO’s expenses, ensuring timely and accurate reporting.

• Communication Liaison: Act as the CEO’s point of contact—screening and prioritizing emails, messages, and requests, and ensuring follow-ups happen.

• File & Document Organization: Maintain accurate, secure, and easily accessible documentation.

• Personal & Organizational Support: Assist with occasional personal tasks and logistics to help the CEO maintain an organized schedule.

Who You Are

• A multitasker who can manage multiple responsibilities without feeling overwhelmed.

• A highly organized individual with strong attention to detail.

• A clear communicator who can interact professionally at all levels.

• A happy, positive person who doesn’t panic when things don’t go according to plan.

• Tech-savvy and comfortable using scheduling, communication, and productivity tools.

Minimum Qualifications

• 2+ years of experience in an administrative, coordination, or operations role supporting leadership or a team.

• Experience managing calendars, travel, scheduling, or executive communications.

• Strong communication and interpersonal skills.

• Ability to manage schedules and travel across multiple time zones.

• High attention to detail and excellent multitasking abilities.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and/or other organizational tools.

• Ability to work independently in a remote setting, with reliable internet access and the necessary tech tools.

Preferred Qualifications

• Familiarity with project management tools or scheduling software.

• Experience handling confidential or high-level executive communications.

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 [$1,500 to $ 2,000 monthly], payable in USD.