Executive Assistant

Advantage Life Insurance•San Juan, PR

About The Position

Provides administrative and operational support to leaders and teams by coordinating schedules and meetings, preparing and organizing information, supporting communications and logistics, maintaining records, and helping ensure efficient day-to-day operations.

Requirements

Fluency in English and Spanish, both written and spoken
Strong organizational skills with high attention to detail
Ability to prioritize tasks and manage multiple deadlines simultaneously
Ability to work independently and follow through on assignments with minimal supervision
Team player who collaborates well across departments
Build and maintain strong working relationships across internal and external stakeholders
Adapt to changing priorities, processes and organizational needs with flexibility and professionalism
Proactively anticipate needs and identify issues early to support efficient office and executive operations
Exhibit strong sense of accountability, ownership, and follow-through on assigned responsibilities
Exercise sound judgement and discretion when handling confidential and sensitive information
Bachelor’s or associate’s degree in Business Administration, Office Management, a related field or equivalent work experience will be considered in lieu of a formal degree
3–5 years of administrative or office support experience, preferably in a professional, corporate, or fast‑paced environment
Proficiency in Microsoft Office (Outlook, Word, Excel required)
Proven experience with calendar management, scheduling, and meeting coordination

Responsibilities

Manage and prioritize executive calendars, exercising independent judgment to align schedules with strategic priorities.
Coordinate and oversee meeting logistics, including preparation of materials and follow‑up, ensuring alignment with leadership objectives.
Independently track, assess, and follow up on key action items, escalating risks or delays and recommending solutions as appropriate.
Provide advanced administrative and operational support to leadership, including coordination of cross‑functional initiatives.
Serve as a key liaison for internal and external stakeholders, exercising discretion in managing communications and resolving issues on behalf of leadership.
Prepare, analyze, and maintain reports and tracking tools used to support operational, compliance, or management decision‑making.
Develop and maintain document management systems and processes to support audit readiness, compliance, and operational efficiency.
Plan and manage complex domestic and international travel, assessing cost, timing, and business impact.
Review, prepare, and monitor expense reporting, ensuring compliance with company policies and flagging discrepancies as needed.
Coordinate visitor and stakeholder engagements, exercising discretion and professionalism in representing the company.
Oversee office operations activities, including vendor coordination and process improvements, within established guidelines.
Manage and curate shared resources and administrative tools to improve efficiency and consistency across teams.
Lead or support special projects with minimal supervision, independently managing timelines, priorities, and stakeholder communication.