Executive & Personal Assistant to the President

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, proactive, and capable of managing both business and personal administrative priorities with discretion and accuracy.

Role Overview

The Executive Assistant will act as the right hand to the President, ensuring that schedules, travel, communications, and deliverables are handled seamlessly and with the highest level of professionalism.

This role combines executive support, travel coordination, and personal administrative assistance, with the opportunity to support entry-level finance or HR administrative tasks, depending on the candidate’s background.

This is an ownership-driven role that requires strong judgment, attention to detail, follow-through, and absolute confidentiality.

Key Responsibilities

Executive Support & Administration

• Manage the President’s calendar, meetings, time blocking, and daily priorities.
• Coordinate complex domestic and international travel, including itineraries, bookings, documentation, check-ins, changes, and contingencies.
• Organize emails, messages, and action items; flag urgent matters and ensure timely follow-ups.
• Prepare agendas, briefing notes, presentations, summaries, and recap reports.
• Handle calls and communications with internal teams, partners, and external providers on behalf of the President.

Travel & Personal Coordination

• Actively support all travel-related needs, including logistics before, during, and after trips.
• Coordinate personal administrative tasks as needed (appointments, local arrangements, service providers, errands).
• Communicate with vendors, service providers, and external contacts with professionalism and discretion.
• Maintain strict confidentiality when handling personal and business matters.

Cross-Department Coordination

• Track deadlines, deliverables, and priorities across multiple companies and initiatives.
• Follow up with internal teams and external partners to ensure accountability and completion.
• Serve as a trusted communication filter and liaison, representing the President accurately and professionally.

Documentation & Process Management

• Maintain highly organized digital files, records, and documentation.
• Create, improve, and enforce workflows to reduce friction and prevent recurring issues.
• Support with signatures, approvals, contracts, and policy documentation when required.

Finance or HR Administrative Support (Entry-Level)

Depending on background and strengths, the Executive Assistant may support one of the following areas at an administrative level:

Finance Support (Admin / Entry-Level)

• Assist with basic invoice tracking, expense reports, and payment coordination.
• Organize financial documents and support simple reconciliations or reporting.
• Liaise with accounting or finance teams for follow-ups and documentation.

OR

HR Support (Admin Level)

• Assist with HR documentation, onboarding checklists, and employee records.
• Coordinate interviews, meetings, and HR-related calendars.
• Support basic HR administrative tasks and internal communications.

(This role does not require deep technical expertise in finance or HR, but comfort working with data, documents, and processes is essential.)

Requirements:
Qualifications & Profile

• Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting senior leadership.
• Exceptional organizational skills and attention to detail.
• Strong verbal and written communication skills in English (Spanish required).
• High level of discretion, professionalism, and trustworthiness.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfortable interacting with executives, vendors, and external stakeholders.
• Finance or HR administrative exposure is a strong plus, but not mandatory.
• Proactive, solution-oriented, and able to anticipate needs.

Benefits:
Why This Role

• Direct exposure to executive decision-making across multiple businesses.
• High-impact role with significant autonomy and trust.
• Opportunity to grow into expanded responsibilities over time.
• Work closely with a results-driven leadership team in a dynamic environment.