Executive Personal Assistant

Executive Personal Assistance
Location: Ciudad del Saber, Panama City, PanamaEmployment Type: Full-Time HYBRIDReports To: Chief Executive OfficerExperience Level: Entry-Level$800 USD/month | Entry-Level | English C1+ or Native | Own equipment required
About Blue Polaris Inc
Blue Polaris Inc. is a global leader in decision automation, AI, and business architecture. As an IBM Premier Gold Business Partner, we partner with Fortune 500 companies to design intelligent, transparent systems using Decision Model and Notation (DMN) and our proprietary Decisions First™ approach. With operations across the US, Panama, Peru, and India, we are building a regional hub in Panama and seeking top talent to shape the future of decision intelligence.
Position Overview
We are looking for a highly organized and proactive Executive Assistant to serve as the right hand to one of our executives. This executive leads 5 departments and receives roughly 2,000 emails and messages a day — far more than any one person can personally get through. We need someone who can take real ownership of that inbox and calendar, sort out what actually needs the executive's attention, and chase down responses from other people so things don't stall.
This is an entry-level role. We're not looking for a senior EA with years of C-suite experience — we're looking for someone sharp, dependable, and eager to take ownership, who we can trust to grow into the position.
Key Responsibilities
Calendar & SchedulingOwn the executive's calendar day-to-day: booking meetings, resolving scheduling conflicts, and keeping the day organizedCoordinate lunches, dinners, and external meetings, including logistics and venue detailsProactively follow up to confirm meetings and reschedule as needed, without waiting to be asked
Email & Inbox ManagementManage a high-volume Outlook inbox (~2,000 messages/day), building and maintaining rules and filters to sort mailDistinguish what genuinely needs the executive's attention versus what's cc'd for visibility onlyFlag urgent items, draft responses where appropriate, and keep the inbox from backing up
Travel CoordinationBook flights, hotels, and ground transportation for domestic and international tripsPut together clear trip itineraries and handle last-minute changesTrack travel expenses for reimbursement
Ownership & Follow-ThroughChase other executives and team members for the responses/approvals the executive is waiting onTake initiative to solve small problems before they reach the executiveMaintain discretion with sensitive information (personnel, financial, contractual)
What We Are Looking ForStrong organizational skills and comfort managing a high volume of moving pieces at onceConfident, professional written and verbal English; Spanish is a plusA proactive mindset — someone who takes ownership rather than waiting for instructionsComfortable being persistent and following up with senior people to get answersDiscretion with confidential informationPoise under pressure
RequirementsSome experience in an administrative, assistant, or coordination role (internships count)Working proficiency in Microsoft 365, especially Outlook and Outlook rules/filtersComfortable managing calendars and a busy inboxGood written English
Preferred QualificationsPrior exposure to executive or C-suite support, even informallyFamiliarity with project management tools (Asana, Jira, or similar)Interest in AI, digital transformation, or technology consulting