Executive Personal Assistant

About the role

Blue Polaris Inc is seeking an entry‑level Executive Personal Assistant to support a senior executive who oversees five departments and handles a high‑volume inbox. The role is hybrid, based in Ciudad del Saber, Panama City, and offers the chance to grow within a global AI and decision‑automation leader.

Key responsibilities

• Own the executive’s calendar: schedule meetings, resolve conflicts, coordinate logistics for lunches, dinners and external events.
• Manage a high‑volume Outlook inbox (~2,000 messages/day), using rules and filters to prioritize, flag urgent items, draft responses and keep the inbox organized.
• Book domestic and international travel, create itineraries, handle last‑minute changes and track travel expenses for reimbursement.
• Proactively chase internal stakeholders for approvals and follow‑up, solving small problems before they reach the executive while maintaining confidentiality.

Required profile

• Strong organizational skills with the ability to manage many moving pieces simultaneously.
• Professional written and verbal English (C1+); Spanish is a plus.
• Proactive, persistent and comfortable following up with senior staff.
• Discreet handling of confidential information.

Required skills

• Working proficiency in Microsoft 365, especially Outlook and its rules/filters.
• Experience managing calendars and busy inboxes.
• Familiarity with project‑management tools such as Asana or Jira.