This candidate MUST be able to speak English and Spanish fluently.
Key Responsibilities:
1. Flexibility & Adaptability to Executive Schedule
Must be highly flexible and adaptable to a non-traditional, fast-paced executive schedule
Some days may require only a few hours of support, while others may need extended availability (8–12+ hours), including weekends when needed
This role supports an executive who often works 7 days a week during peak periods, so being responsive and dependable, especially when urgent items arise, is essential
2. Calendar & Schedule Management
Own and maintain the executive’s calendar with precision, coordinate internal and external meetings, calls, appointments, and recurring check-ins across time zones
Proactively block time for deep work, travel, and personal time while avoiding scheduling conflicts
Use tools like Microsoft Outlook, https://reclaim.ai, and Teams to ensure schedule visibility and alignment across departments
3. Email, Communication & Inbox Management
Monitor and triage emails, respond to or flag priority messages, draft replies, and maintain inbox zero
Follow up on unanswered emails or pending replies from key stakeholders
Prepare and send communications on behalf of the COO when needed professional but in the tone of the company
4. Meeting Preparation & Documentation
Organize agendas for leadership or department meetings, ensure all participants are prepared ahead of time
Attend select meetings to take notes, track follow-ups, and ensure accountability on deliverables
Prepare recap summaries and assign action items in https://monday.com or task-tracking systems
5. Project Coordination & Follow-Up
Help track the progress of ongoing initiatives (e.g., SOP rewrites, software migrations, onboarding processes)
Follow up with team members and vendors to ensure deadlines are met and issues are escalated as needed
Organize documents, checklists, forms, or SOPs and store them in the right folders and platforms (SharePoint, Google Drive, Teams)
6. Vendor & Team Coordination
Coordinate directly with remote managers (e.g., Pakistan or U. S. -based teams) to ensure alignment across time zones
Manage light HR-style functions like organizing team rosters, time-off tracking, or updating contact lists
Help coordinate between departments like Housekeeping, Maintenance, OAM, and Laundry to relay action items
7. File & Document Organization
Maintain up-to-date folders for contracts, proposals, policies, and key SOPs
Ensure naming conventions and file structures are followed for easy access
Occasionally draft or edit internal documents, owner communications, or staff memos
8. Task & Workflow Automation
Help the COO automate routine tasks via https://monday.com, Microsoft Power Automate, or Outlook Rules
Assist in setting up forms, templates, and recurring workflows to reduce manual follow-ups
9. Special Projects & Personal Support
Provide support for one-off initiatives such as meeting decks, trip logistics, conference prep, or external projects
Occasionally assist with personal or family logistics (e.g., booking travel, follow-up reminders, home tasks)
To apply for this job, please email your details to jack@bigbearvacations.com
