Executive Assistant to the COO

Location: Remote
Department: Operations
Position: Executive Assistant to the COO
Schedule: Monday to Friday, 9:00 AM – 6:00 PM Panama time, including a 1-hour break
Saturday: Only when required
Working From Home

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 designed for professionals, families, and individuals in transition.

Our team works closely with each client to identify the ideal property based on location, size, amenities, and budget. Each Corporate Stays property is designed and furnished by our sister company, Casa Suarez, following five-star hospitality standards to provide guests with the comfort of a real home.

With a network of more than 10,000 apartments across hundreds of cities and a global team of over 60 specialists, we provide a full-service corporate housing experience with concierge services and worldwide guest support.

About the Role

We are looking for a highly organized and proactive Executive Assistant to the Chief Operating Officer (COO) to provide direct administrative and operational support to the company’s Operations leadership.

The ideal candidate is detail-oriented, highly reliable, comfortable working in a fast-paced international environment, and able to manage multiple priorities while maintaining confidentiality and professionalism.

This role will involve coordinating meetings, following up on operational priorities, preparing reports and documents, tracking action items, and helping the COO stay organized and focused on high-priority initiatives.

Key Responsibilities

• Provide day-to-day administrative and executive support to the COO.
• Manage and coordinate the COO’s calendar, meetings, and appointments.
• Prepare meeting agendas, notes, presentations, and follow-up documentation.
• Track action items and follow up with team members to ensure deadlines are met.
• Assist with coordinating projects and operational initiatives across different departments.
• Prepare, organize, and maintain reports, spreadsheets, and other business documents.
• Collect information from different teams and consolidate it for the COO.
• Monitor important deadlines, pending tasks, and operational priorities.
• Assist with internal and external communications on behalf of the COO when required.
• Help coordinate meetings across different time zones and international teams.
• Conduct research and prepare summaries or recommendations when requested.
• Maintain confidentiality when handling sensitive company and operational information.
• Support the COO with other administrative and operational tasks as needed.
• Be available to work on Saturdays occasionally when business needs require it.

Requirements

• 2–4 years of experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or similar role.
• Previous experience supporting a senior executive or management-level position is preferred.
• Fluent English is required for communication with international teams and stakeholders.
• Strong proficiency in Google Workspace, Excel/Google Sheets, and other productivity tools.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• High attention to detail and ability to follow through on tasks.
• Ability to manage multiple priorities and work independently with minimal supervision.
• Strong problem-solving and research skills.
• Ability to handle confidential information with discretion.
• Comfortable working with remote and international teams.
• Proactive mindset with the ability to anticipate needs and identify potential issues before they arise.
• Flexible and available to occasionally work on Saturdays when required.

What We’re Looking For

We are looking for someone who is organized, proactive, dependable, resourceful, and highly detail-oriented. The right person should be comfortable taking ownership of tasks, following up without constant supervision, and helping the COO stay organized and focused on strategic priorities.