Administrative Assistant to the CEO

Position: Administrative Assistant

Schedule: Full-time (Monday to Saturday, 9:00 AM to 6:00 PM Eastern Time)
Contract Type: Freelancer
Department: Administrative
Location: This position is open only to candidates based in the Philippines, Colombia or Panama.

About Us:

For over 15 years, Corporate Stays has been a trusted leader in providing exceptional temporary housing solutions in Canada and Panama. We specialize in premium, fully furnished residences tailored to the needs of professionals, families, and individuals in transition.

Our team offers a personalized approach, working closely with each client to find the ideal property in terms of size, location, amenities, and budget.

Each Corporate Stays property is thoughtfully designed by our sister company, Casa Suarez, and furnished to five-star standards, providing the comfort and convenience of a true home. With a network of over 10,000 apartments in hundreds of cities, we accommodate a wide range of needs, from business travel and employee relocations to insurance claims and long-term stays.

Globally, our team of over 60 passionate corporate housing specialists hand-picks and personally manages each property to ensure our guests have the best possible experience. As a full-service corporate housing provider, CorporateStays.com offers complimentary concierge services and worldwide guest support.

Key Responsibilities:

Executive and Personal Support to CEO/COO

• Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, travel arrangements, and document preparation.
• Manage and prioritize the CEO’s and COO’s schedules, ensuring they have all necessary information and materials for each meeting or task.
• Act as a primary point of contact to screen and manage calls, emails, and correspondence directed to the CEO and COO.
• Assist in the management and follow-up of special projects, including research tasks, coordination with other departments, and ensuring deadlines are met.
• Support the CEO with personal projects, including administrative tasks related to his household and family matters.

Travel Coordination and Logistics

• Coordinate domestic and international travel, including booking flights, rental cars, and accommodations.
• Verify travel requirements such as visas, permits, or any additional documentation needed based on the destination.
• Prepare detailed travel itineraries for the CEO and other team members when necessary.
• Research and book venues for meetings, conferences, or corporate events.

Purchasing and Inventory Management

• Handle procurement of office supplies, apartment items, amenities, and small furnishings.
• Request, review, and compare quotes; select vendors and follow up on purchase orders and deliveries.
• Monitor and maintain adequate inventory levels for both office supplies and apartment needs.

Administrative and Operational Support

• Perform general administrative tasks such as organizing documents, tracking pending items, and providing logistical support for internal processes.

Qualifications:

• Degree or certification in Administration, Executive Assistance, or a related field.
• Minimum of 1–2 years of experience in a similar role, preferably supporting senior management.
• Strong organizational skills, discretion, and the ability to handle confidential information.
• Proficiency in Google Workspace, Microsoft Office, and internal communication tools.
• Proactive attitude, attention to detail, and excellent written and verbal communication skills.
• Experience in purchasing, inventory management, or office administration is a plus.
• Ability to multitask and perform efficiently in a dynamic environment.
• Advanced English is required.
• This position is open only to candidates based in the Philippines, Colombia or Panama.