Executive Assistant

About the Role: Executive Assistant at Ottomatik.io

We are South and our client, Ottomatik.io, is seeking an Executive Assistant to provide comprehensive support to their VP team. This pivotal role involves organizing, executing, and supporting travel logistics, calendar management, expense reconciliation, and various ad hoc business and personal assignments. The ideal candidate will possess strong organizational skills, meticulous attention to detail, discretion, and the ability to manage multiple priorities with efficiency and unwavering professionalism.

Note to Applicants

Eligibility: This position is open exclusively to candidates residing in Latin America.

Application Language: Please submit your CV in English. Applications submitted in other languages will not be considered.

Professional Presentation: We encourage you to showcase your professional experience by including a Loom video in the application form. While this is optional, candidates who provide a video presentation will be given priority. If hired for this role, you may be asked to update your LinkedIn profile.

Key Responsibilities

Travel Arrangements

• Coordinate and book flights, rental cars, chauffeurs, hotels, ferries, boats, and trains.
• Ensure all travel documentation is up to date.
• Confirm correct payment methods and currencies based on location and whether travel is business or personal.
• Submit credit card authorization forms when required and confirm receipt.
• Manage and reconcile receipts; upload documentation to SAP Concur.
• Oversee Representative travel arrangements during their probationary period.

Calendar Management

• Schedule meetings and appointments for the CEO and CEO spouse as requested.
• Monitor calendars to ensure appropriate scheduling and proactively identify conflicts.
• Add travel arrangements to calendars with careful attention to time zones and locations.
• Adapt quickly and effectively to last-minute changes.

Expense Report Management

• Identify, attach, and upload corporate AMEX receipts into SAP Concur.
• Provide detailed explanations of business expenses, including location, currency, and parties involved.
• Manage RAMP Visa expenses for the CEO and upload receipts for Accounting approval.

Enterprise Travel Direct (ETD) Program Management

• Enter Rental Representatives into the ETD platform to facilitate rental car bookings.
• Monitor rental reservations and reconcile credit card charges across currencies.
• Communicate rental and toll charges to Representatives.
• Upload supporting documentation to the RAMP Visa portal for Accounting review.
• Submit charges to Annie Howe-Pernezny related to NEXUS numbers and REVEX reports.

Ad Hoc & Administrative Support

• Sign documents for VPs as requested.
• Coordinate personal and medical appointments.
• Assist with membership rewards programs, point redemptions, and bookings using points.
• Arrange activities, restaurant reservations, and meeting spaces.
• Conduct purchasing research and complete purchases as requested.
• Forward telephone extensions weekly for after-hours coverage.
• Monitor the FedEx Rewards account and redeem gift certificates when appropriate.

Required Skills & Attributes

Personal Attributes

• Professional and confident communicator.
• Ability to assess urgency, prioritize requests, and deliver high-quality results.
• Strong written and verbal communication skills with proofreading ability.
• High level of integrity, discipline, confidentiality, and professionalism.
• Ability to work effectively with diverse personalities across global locations.
• Flexibility to provide support outside regular business hours, including evenings and weekends when needed.

Professional Attributes

• Exceptional organizational skills and strong attention to detail.
• Sound judgment and decision-making ability.
• Strong commitment to maintaining confidentiality.
• Proficiency in Microsoft Office Suite.
• Ability to provide accurate and well-informed recommendations with confidence and clarity.
• High standards of excellence and commitment to exceeding expectations.

Key skills/competency

• Travel Coordination
• Calendar Management
• Expense Reporting
• Administrative Support
• SAP Concur
• Microsoft Office Suite
• Discretion
• Prioritization
• Communication Skills
• Attention to Detail