Senior Executive Assistant – Business Operations

The Senior Executive Assistant – Business Operations provides high-level executive and operational support to the COO/CEO of the Company's U.S. & Canada organization. The role increases executive effectiveness by creating structure, visibility, discipline, and follow-through around key business priorities, commitments, and leadership actions.
Working closely with the COO/CEO and senior leaders across Operations, Commercial, Finance, People, Safety, and other functions, this individual coordinates the management cadence, maintains visibility to agreed business targets and strategic initiatives, tracks actions and commitments, follows up with accountable owners, and ensures the COO/CEO has timely and accurate information.
This role combines senior executive support with strong business coordination and governance. It does not own functional performance or corrective actions — accountability remains with the respective business and functional leaders.
Key ResponsibilitiesBusiness Performance & GovernanceCoordinate and maintain a consistent operating and reporting cadence across the U.S. and CanadaMaintain dashboards and reporting covering agreed operational, financial, safety, customer, commercial, and people KPIsCollect and consolidate performance updates from accountable business and functional leadersMonitor performance against established targets and flag exceptions, missed targets, overdue actions, or incomplete informationFollow up with accountable leaders for explanations, updates, corrective-action plans, and expected completion datesMaintain action logs documenting commitments, owners, timelines, and statusTrack leadership commitments and follow up to ensure agreed actions are completed or escalatedCoordinate business and functional reviews, including agendas, materials, action logs, and follow-up
Customer Performance & CommitmentsMaintain visibility to critical customer SLAs, performance measures, and executive commitmentsCoordinate collection of customer performance information from Operations, Commercial, and other functionsFlag performance against established customer targets and commitments for executive attentionTrack corrective actions and commitments from accountable business leadersMaintain action logs from customer Quality Business Reviews and other key customer meetingsFollow up on outstanding customer commitments and provide status updates
Strategic Initiatives & Transformation SupportMaintain a consolidated view of major strategic, transformation, and business initiativesTrack agreed milestones, deliverables, owners, timelines, benefits, dependencies, and statusFollow up with initiative owners for regular progress updatesFlag missed milestones, overdue deliverables, and risks requiring executive visibilityCoordinate cross-functional meetings and follow-up for multi-stakeholder initiativesMaintain project trackers, decision logs, and action registersPrepare consolidated, executive-level progress reporting
Leadership Coordination & Follow-ThroughSupport the COO/CEO in maintaining visibility to leadership priorities and commitmentsCoordinate leadership meetings, business reviews, agendas, pre-reads, and materialsDocument key decisions, actions, owners, and deadlinesFollow up with leadership team members on outstanding commitmentsMaintain visibility to cross-functional actions and escalate overdue itemsCoordinate materials for strategic planning, budgeting, goal setting, and other key processes
Executive SupportPartner with the COO/CEO in managing a complex, dynamic executive scheduleCoordinate meetings, resolve scheduling conflicts, and act as calendar gatekeeperCoordinate travel and align travel schedulesAnticipate scheduling needs based on business priorities and protect time for critical workEnsure the COO/CEO is prepared for significant meetings and engagementsCoordinate internal and external meetings involving senior executives and customersPrioritize incoming meeting requests and ensure appropriate follow-upPrepare executive presentations, communications, briefing materials, and meeting summariesHandle sensitive and confidential information with discretionMaintain flexibility in a fast-changing operating environment
Communications & Executive PreparationDraft and coordinate executive communications, presentations, and leadership updatesConsolidate multi-stakeholder information into clear executive-level materialsPrepare meeting briefs highlighting agenda items, performance, commitments, and decisions requiredDocument meeting outcomes and distribute actions and responsibilitiesMaintain consistency and quality of executive materials and communications
Special Projects & CoordinationProvide project coordination support for selected COO/CEO priorities (operational improvement, organizational initiatives, productivity, customer recovery, transformation, new-business mobilization, strategic growth)Establish trackers, meeting cadence, action logs, and reporting for assigned initiativesCoordinate updates from accountable project and functional leadersTrack deliverables and timelines and flag exceptions to the COO/CEOSupport presentations, communications, and status reporting for these initiatives
Candidate ProfileThe successful candidate combines exceptional executive support and organizational capability with strong business acumen, analytical comfort, communication skills, and disciplined follow-through.
Qualifications & AttributesBased in Costa RicaBachelor's degree in Business, Administration, Finance, Operations, or a related field preferredExperience supporting senior executives in a complex business environmentBackground in executive support, business coordination, project management, PMO, operations support, or similar disciplinesComfortable working with business KPIs, financial information, customer SLAs, and project reportingStrong ability to organize and consolidate information and identify exceptions against targetsExcellent written and verbal English communication skillsStrong PowerPoint and Excel capabilities; able to prepare executive-level materialsExceptional organization, attention to detail, judgment, discretion, and follow-throughConfident communicating and following up with senior leaders without direct authorityComfortable operating across multiple North American time zones in a fast-paced, 24/7 businessAviation, transportation, logistics, or hospitality experience beneficial but not requiredAbility to travel periodically to the U.S. and Canada
Measures of SuccessConsistent and effective executive and leadership operating reviewsTimely, accurate visibility to business performance against targetsStrong tracking and follow-through on leadership commitments and actionsEarlier visibility to missed targets, overdue actions, and emerging execution issuesImproved governance and reporting around strategic and transformation initiativesEffective tracking of customer commitments and associated actionsHigh-quality executive communications, presentations, and meeting preparationFaster escalation of unresolved or overdue cross-functional issuesIncreased COO/CEO capacity to focus on customers, people, strategy, growth, and priorities