Executive Assistant
Vistra · United States
It’s never been a more exciting time to join Vistra.
At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.
But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that
We have an exciting opportunity for you to join our team as Executive Assistant. Reporting to the EVP, this full-time and permanent position is based in Bogota, Columbia and offers regional coverage, allowing you to make a significant impact to our department and its' growth.
Role Summary
The Executive Assistant provides comprehensive, proactive support to the EVP Americas, ensuring the executive's time, travel, communications, and priorities are managed efficiently. The role acts as a key point of coordination between the EVP, regional leadership teams, global stakeholders, and external partners, and plays a central part in planning regional events, preparing executive materials, and resolving day-to-day operational issues.
Key Responsibilities
Calendar and Executive Operations
- Manage the EVP's calendar proactively, prioritizing commitments and resolving conflicts across multiple time zones.
- Schedule meetings with internal and external stakeholders across the Americas, Europe, and Asia Pacific, coordinating directly with executives and their assistants worldwide.
- Prepare the EVP for upcoming meetings by organizing agendas, briefing materials, and follow-up actions.
- Handle ad hoc requests and resolve operational issues quickly and discreetly.
Travel and Expenses
- Plan and book domestic and international travel, including flights, hotels, and ground transportation, comparing options for cost and convenience.
- Build detailed itineraries adjusted to local time zones.
- Process and reconcile expense reports accurately and on time, in line with company policy.
Presentations and Executive Materials
- Create and design high-quality PowerPoint presentations aligned with Vistra's brand guidelines for leadership meetings, town halls, and regional events.
- Build organizational charts, sales leaderboards, data visualizations, and executive summaries.
- Transform survey and business data into clear, presentation-ready charts and reports.
Event Planning and Coordination
- Plan and execute regional events end to end, such as the Americas Regional Sales Kick Off and leadership meetings, including venue sourcing, hotel negotiations, agendas, catering, speaker materials, and attendee communications.
- Design and coordinate employee engagement initiatives for teams across multiple countries, including virtual events, invitations, gift logistics, and budget tracking.
- Ensure events are delivered on time and within budget.
Communication and Stakeholder Management
- Serve as a liaison between the EVP and regional leaders, commercial teams, HR, and global corporate functions.
- Draft and manage internal communications, invitations, and announcements on behalf of the EVP.
- Maintain confidentiality in handling sensitive information related to people, strategy, and finances.
Skills and Competencies
- Excellent organizational and prioritization skills, with strong attention to detail.
- Ability to manage complex calendars and multiple stakeholders across global time zones.
- Advanced proficiency in Microsoft PowerPoint, Excel, Outlook, and Teams.
- Strong presentation design and visual communication skills.
- Fluent in English and Spanish, with clear and professional written and verbal communication.
- Proactive, resourceful, and able to anticipate needs before they arise.
- High level of discretion, professionalism, and sound judgment.
If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!