Executive Assistant to CEO

About the role

We are seeking a proactive Executive Assistant to work directly with our Chief Executive Officer in Panama City. The role goes beyond traditional administration – you will own the CEO’s sales pipeline, manage communications, and ensure every opportunity is followed through.

Key responsibilities

• Manage and organize the CEO’s calendar, meetings, appointments, and priorities.
• Monitor email and other communication channels, handling important messages promptly.
• Engage with inbound and outbound leads, qualify prospects, and book them into the CEO’s calendar.
• Send proposals, presentations, agreements and follow up on outstanding decisions.
• Maintain accurate lead records, status updates, and next‑step dates in the CRM.
• Coordinate meetings, reminders, and confirmations, and prepare briefing materials.
• Handle administrative tasks, research, documents, and miscellaneous projects as needed.
• Identify and address issues proactively, keeping the executive’s priorities on track.

Required profile

• Extremely organized with a strong attention to detail.
• Persistent and comfortable with repeated follow‑ups.
• Proactive problem‑solver who can work in a fast‑moving environment.
• Accountable, taking ownership of tasks until completion.
• Excellent written English communication, especially with prospects and clients.
• Calm under pressure and able to prioritize multiple demands.

Required skills

• Google Workspace
• Monday.com
• LinkedIn