Executive Assistant

POSITION SUMMARY Paradigm Alternative Investments, LLC (PAI) is hiring a full-time, on-site Executive Assistant in San Juan, Puerto Rico, to serve as a trusted extension of executive leadership. The Executive Assistant supports business and personal priorities, manages administrative and secretarial functions, records meeting minutes, tracks and follows up on action items, and handles professional and personal errands as required. The role supports the CEO whose responsibilities span PAI and its affiliates.
• Reports to: Chief Executive Officer & Chief Operating Officer
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Location:
San Juan (Santurce), Puerto Rico, fully on-site
• Employment type: Full-time
• Schedule: Standard business hours, with occasional after-hours and weekend availability as the executive may require
• Languages: Fluency in English and Spanish required ESSENTIAL DUTIES AND RESPONSIBILITIES Executive and Personal Administrative Support
• Provide comprehensive executive and personal administrative support to CEO
• Manage executive calendars, appointments, meetings, travel and scheduling across multiple entities.
• Resolve scheduling conflicts between the CEO's calendars and coordinate with the Operations Coordinator and Executive Personal Assistant for backup coverage.
• Book flights and lodging, build itineraries and reconcile travel expenses.
• Prepare agendas, briefing materials, and pre-reads for executive meetings.
• Screen, prioritize and respond to executive communications, including emails, phone calls and correspondence, in English and Spanish.
• Draft, edit and prepare professional correspondence, reports, presentations, and internal documents.
• Maintain strict confidentiality and safeguard sensitive personal and business information. Meetings, Documentation and Follow-Up
• Attend meetings and calls as requested; accurately record meeting minutes, decisions and assigned action items.
• Prepare and maintain minutes and records for board and governance meetings, in coordination with the Chief Compliance Officer and outside counsel.
• Track action items and proactively follow up to ensure timely completion.
• Distribute meeting notes and follow-up communications as appropriate. Secretarial and Office Administration
• Manage company document organization, filing, archiving, retrieval and retention, using Microsoft OneDrive, SharePoint and Outlook.
• Receive and distribute communications; collect and mail correspondence.
• Greet visitors and answer the main line for Paradigm Alternative Investments, LLC, directing calls and messages appropriately.
• Route agreements, resolutions and other documents for signature and track them until returned.
• Prepare and submit expense reports and track executive-related expenditures.
• Coordinate in-person and virtual meetings using Outlook, Teams and Zoom.
• Provide general office administration and clerical support. Errands and In-Person Support
• Perform professional and personal errands on behalf of the CEO and company leadership; coordinate pickups, deliveries, appointments and time-sensitive requests.
• Provide on-site and off-site support requiring mobility and in-person presence.
• Represent the company professionally with vendors, service providers, and external parties.
• Coordinate with the Operations Coordinator and Executive Personal Assistant to align schedules, priorities and task ownership. Liaison and Coordination
• Support administrative and operational activities related to Puerto Rico operations, including correspondence and coordination with Puerto Rico government agencies, vendors, and legal counsel.
• Collaborate with internal teams including marketing, finance, compliance, and operations. Technology and Systems
• Use Microsoft 365 tools, including Outlook, Teams, SharePoint, and OneDrive.
• Maintain and update workflows and records on Monday.com.
• Demonstrate a high level of technical aptitude and adaptability, including using AI tools to draft, summarize, research and streamline administrative work, with sound judgment and care for confidential information.
• Participate in required training and professional development activities. CONFIDENTIALITY AND ACCESS TO SENSITIVE INFORMATION This position has regular access to confidential business, financial and personal information of the company, its executives, employees, and clients. The Executive Assistant is expected to handle this information with the highest level of discretion, to use it only as needed for their duties, and to comply with the company's confidentiality obligations, policies and any related agreements, during and after employment. QUALIFICATIONS AND REQUIREMENTS Required
• [3+] years of executive or administrative support experience, with strong confidentiality and discretion.
• Fluency in English and Spanish, with professional written and verbal communication.
• Proficiency with Microsoft 365 (Outlook, Teams, SharePoint, OneDrive) and workflow tools such as Monday.com.
• Excellent time management, organization and attention to detail, with the ability to multitask and prioritize across several entities.
• Sound judgment, dependability, and professionalism when handling sensitive personal and business information.
• Full-time on-site presence in San Juan, a valid Puerto Rico driver's license and reliable personal transportation for local errands and in-person support.
• High school diploma or equivalent. Preferred
• Associate or bachelor's degree, or equivalent experience.
• Prior experience in financial services, investment banking, or a regulated environment.
• Experience supporting multi-entity organizations or senior executives.
• Experience with Puerto Rico government agencies and bilingual correspondence.
• Experience recording meeting minutes and managing action-item follow-up. Personal Attributes
• Proactive and resourceful, able to act without close supervision.
• An entrepreneurial mindset with a strong sense of ownership, takes initiative, sees work through to completion and treats the company's success as their own.
• Collaborative team player who is eager to learn and readily steps in to help wherever needed, including on tasks outside the listed duties.
• Strong interpersonal skills and effective communication by phone, email, and in person.
• Comfortable with technology, including AI tools, and quick to learn new systems.
• Committed to continuous learning and professional development. BENEFITS
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Benefits:
100% employer-paid medical insurance, plus dental, vision, and life and AD&D insurance
• Probationary period: 9 months (Benefits will be provided once probationary period has been completed)

Job Type
Full-time

Benefits:
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance Language:
• English (Required) Ability to Commute:
• San Juan, PR 00907 (Required) Work

Location:
In person