Executive Personal Assistant

About the role

Blue Polaris Inc. is seeking a highly organized Executive Personal Assistant to support a senior executive who oversees five departments. This entry‑level position will manage a high‑volume inbox, coordinate complex calendars, and handle travel logistics, allowing the executive to focus on strategic priorities.

Key responsibilities

• Own day‑to‑day calendar management, schedule meetings, resolve conflicts, and arrange logistics for lunches, dinners, and external events.
• Manage a high‑volume Outlook inbox (~2,000 messages/day), create filters, flag urgent items, draft responses, and keep the inbox organized.
• Book flights, hotels, and ground transportation for domestic and international trips; prepare itineraries and handle last‑minute changes.
• Track travel expenses for reimbursement and maintain accurate records.
• Proactively chase internal stakeholders for approvals, follow up on pending items, and solve minor issues before they reach the executive.
• Maintain strict confidentiality with personnel, financial, and contractual information.

Required profile

• Strong organizational skills with the ability to juggle many moving pieces.
• Professional written and verbal English (C1+); Spanish is a plus.
• Proactive, ownership‑driven mindset and comfortable persisting with senior staff.
• Discreet handling of confidential information.
• Calm and composed under pressure.

Required skills

• Microsoft Outlook

What we offer

• Full‑time hybrid work arrangement.
• Competitive salary of $800 USD per month.
• Opportunity to grow within a global leader in decision automation and AI.