Sobre

• 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 ResponsibilitiesExecutive 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.)
• 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.
• 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.