Executive Assistant

Distro, Inc.

Job Overview

Location

Remote

Job Type

Full-time

Full Job Description

📋 Description

• Distro, Inc. is seeking a dynamic and exceptionally organized Executive Assistant to provide comprehensive support to our valued executives within our construction and services company in the United States. This is a pivotal role for a junior professional with demonstrable administrative prowess and a strong desire for growth, offering direct exposure to leadership and the core operations of our business.
• As an Executive Assistant, you will be the linchpin of executive efficiency, managing a wide array of responsibilities that ensure seamless daily operations and strategic alignment. Your primary focus will be to alleviate the administrative burden on our executives, allowing them to concentrate on high-level decision-making and business development.
• A core aspect of this role involves meticulous calendar management. You will be responsible for scheduling, coordinating, and confirming all executive appointments, meetings, and engagements, ensuring optimal time utilization and preventing conflicts. This includes proactively managing changes, sending reminders, and preparing executives with necessary briefing materials for each engagement.
• Travel coordination will be another significant responsibility. You will expertly arrange domestic and potentially international travel, including booking flights, accommodations, and ground transportation, while adhering to company policies and executive preferences. This also entails managing travel itineraries, visa requirements where applicable, and providing comprehensive travel packs.
• Document preparation and management are critical. You will be tasked with drafting, editing, and formatting a variety of documents, including correspondence, reports, memos, and meeting minutes. A keen eye for detail and strong writing skills are paramount to ensure accuracy, clarity, and professionalism in all written communications.
• You will play a key role in preparing impactful presentations. This involves gathering data, creating visually appealing slides using tools like Microsoft PowerPoint and potentially Canva, and ensuring that all presentation materials are polished, accurate, and effectively convey the intended message.
• A crucial function of this role is the control and organization of internal documentation. You will establish and maintain systematic filing systems, both digital and physical, ensuring that all important documents are easily accessible, securely stored, and properly cataloged. This includes managing version control and ensuring compliance with record-keeping policies.
• Effective communication is at the heart of this position. You will act as a liaison between executives and internal teams, as well as external stakeholders. Your ability to communicate clearly, concisely, and professionally will be essential in facilitating smooth workflows and ensuring that information flows efficiently between different departments and individuals.
• You will be instrumental in ensuring the efficiency of daily operations. This involves anticipating needs, proactively addressing potential issues, and implementing administrative processes that streamline workflows and enhance productivity across the executive office.
• This role offers a unique opportunity to learn and grow within a dynamic industry. We are looking for individuals who are eager to develop their skills, take on new challenges, and contribute to the success of our executive team and the company as a whole.
• The ideal candidate will possess a proactive mindset, a strong sense of ownership, and the ability to anticipate needs before they arise. You should be adept at multitasking, managing competing priorities, and maintaining a high level of organization and accuracy even under pressure.
• Your ability to work independently, exercise sound judgment, and maintain confidentiality regarding sensitive information will be highly valued.
• This position is based in the LATAM region and operates under a hybrid model, requiring 3 days on-site and 2 days remote per week. The working hours are Monday to Friday, 8:00 AM to 5:00 PM CST, ensuring alignment with our US-based operations.
• This role provides unparalleled exposure to senior leadership and the strategic direction of the company, offering a fantastic platform for career advancement in administrative support and beyond.
• We are committed to fostering a supportive and collaborative work environment where your contributions are recognized and valued.

🎯 Requirements

• High school diploma or equivalent (required).
• 1-2 years of experience in an Executive Assistant or similar administrative support role.
• Proficiency in Microsoft 365 suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills in English, with strong writing abilities being essential.
• High level of organization, attention to detail, proactivity, and the ability to effectively prioritize tasks.
• Experience with document management systems and processes (highly desirable).

🏖️ Benefits

• Hybrid work model with 2 days remote and 3 days on-site per week.
• Opportunity for direct exposure to senior leadership and company operations.
• Potential for professional growth and development within the organization.
• Competitive salary and benefits package (details to be discussed during the interview process).
• Collaborative and supportive work environment.

Skills & Technologies

Remote

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Distro, Inc.

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About Distro, Inc.

Distro provides an AI‑powered global hiring platform that automates resume vetting, candidate screening and matching, interview scheduling, contractor payments and payroll/EOR services to help companies recruit and onboard talent across 200+ countries.

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