Executive Assistant (Medellin, Colombia)

📍 Location: Medellín, Colombia
📌 Reporting to: President, Otte Polo Group

About Otte Polo Group

Otte Polo Group is a high-performance, fast-growing organization overseeing multiple business verticals across the United States and Latin America. We operate with urgency, precision, and a strong commitment to operational excellence. The President manages several companies simultaneously and requires an Executive Assistant who is exceptionally organized, disciplined, and capable of ensuring seamless day-to-day execution across business and administrative priorities.

Role Overview

The Executive Assistant will act as the right hand to the President, ensuring that schedules, travel, deliverables, and communications are accurate, timely, and handled with the highest level of professionalism. This role is ideal for someone who thrives in a fast-paced environment, is detail-obsessed, and has extensive experience supporting C-suite executives — especially with travel, documentation, and logistics.

This role requires a high degree of ownership, critical thinking, follow-through, and confidentiality.

Key Responsibilities

Executive Support & Administration

• Manage the President’s calendar, meetings, time blocking, and daily priorities.
• Coordinate domestic and international travel, including itineraries, booking, documentation, check-ins, and changes.
• Organize emails, messages, and tasks; flag urgent items and ensure timely follow-ups.
• Prepare agendas, briefing notes, presentations, and recap reports.

Cross-Department Coordination

• Track deadlines, deliverables, and project milestones across multiple businesses.
• Ensure accountability by following up with internal teams and external partners on outstanding items.
• Serve as a communication filter and liaison, professionally representing the President.

Documentation & Process Management

• Maintain organized digital files, documentation, and records.
• Create, improve, and enforce workflows to remove friction and prevent recurring mistakes.
• Support with vendor coordination, signatures, approvals, and policy documentation when needed.

Local & Personal Coordination (as needed)

• Assist with coordination of personal tasks (errands, local arrangements, administrative support).
• Maintain a high level of discretion, trust, and professionalism at all times

Requirements:
Experience

• Experience supporting Presidents, CEOs, Founders, or high-level executives (required).
• Strong experience with international and domestic travel booking and travel documentation (required).
• Proven long-tenure and reliability in previous roles — this role requires stability and commitment.
• Experience in fast-paced, high-expectation environments.

Competencies

• Extremely detail-oriented — nothing slips through the cracks.
• High sense of urgency and ownership.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage confidential information with maturity and discretion.

Technical Skills

• Proficiency in Google Workspace (Drive, Docs, Sheets, Calendar, Gmail).
• Tech-savvy and comfortable learning new tools quickly.

Additional Requirements

• Must have lived and/or worked in the United States for at least 2 years.
• Advanced English — C1 level required (written and verbal).
• High cultural awareness and professionalism.

Benefits:
What We Offer:

• Opportunity to work closely with executive leadership
• Dynamic and entrepreneurial work environment
• Potential for role expansion based on performance and growth