Executive Administrative Assistant

Title: ExecutiveAdministrative Assistant

Department: Administration

Location: Santiago, Chile

Position Overview

The Executive Administrative Assistant serves as a trusted partner to regional leadership, providing high-level administrative and operational support while helping drive key initiatives across the LATAM region. This role combines executive support, project coordination, stakeholder management, and office operations, ensuring priorities remain organized, workflows move forward, and leaders can operate effectively.

The ideal candidate brings strong executive presence, exceptional organizational skills, and the ability to collaborate confidently with stakeholders at all levels of the organization. This individual will help coordinate regional activities, manage competing priorities, and support leadership in driving business objectives while fostering a productive and well-organized workplace.

Job Responsibilities

The Executive Administrative Assistant provides high-level support to regional leadership while coordinating operational and administrative activities. This role requires a proactive professional who can manage complex priorities, coordinate projects and workflows, partner with stakeholders across functions, and maintain a high level of professionalism and discretion. This is a full-time, on-site position based in Santiago .

More specifically, you will:

• Manage daily office operations, ensuring the workplace remains organized, functional, and welcoming
• Act as the front desk contact and first point of contact for visitors, vendors, and employees
• Coordinate with vendors and building management as needed
• Oversee office supplies, snacks/beverages, and related procurement
• Handle incoming and outgoing mail, deliveries, and general correspondence
• Support the organization of in-person meetings and internal events, including logistics such as room setup, catering, and reservations
• Coordinate onboarding support items and employee recognition initiatives (e.g., welcome kits, milestone gifts)
• Collaborate with internal stakeholders on office-related projects and administrative needs
• Provide administrative support, including:
• Coordinating recurring meetings and internal schedules
• Assisting with preparation of presentations, reports, and communications
• Managing calendars, travel arrangements, and expense tracking for leadership when required
• Contribute to the organization and improvement of administrative processes and practices
• Handle sensitive and confidential information with a high level of discretion

Qualifications

• 1–3 years of experience in an administrative role; experience supporting leadership or coordinating projects is a plus
• Ability to work on-site full-time in Santiago
• Strong organizational and time-management skills, with the ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills in English and Spanish
• Proficiency in Microsoft Office and productivity tools; experience with Teams, Concur, SharePoint, or similar tools is a plus
• Familiarity with AI tools (e.g., Microsoft Copilot) is desirable
• Proven ability to handle sensitive information with discretion and professionalism
• Strong interpersonal skills, with the ability to collaborate and communicate effectively across teams
• Proactive, detail-oriented, and adaptable mindset

Organizational Alignment

• Reports to: Administration Team Lead

Environmental Job Requirement and Working Conditions

Primary office location: Santiago, Chile

Position Requires

minimal (less than 25%) travel required both domestic and international to Sovos locations and events

Utilize technology (e.g., phone systems, computer hardware and software applications) to fulfill work requirements

Company Background

Sovos was built to solve the complexities of the digital transformation of tax, with complete, connected offerings for tax determination, continuous transaction control compliance, tax reporting and more. The company supports more than 8,000 customers, including half of the Fortune 500, operating in over 70 countries. Its SaaS products and proprietary Sovos S1 Platform integrate with a wide variety of business applications and government compliance processes. Sovos has employees throughout North America, Latin America and Europe, and is owned by Hg and TA Associates. For more information visit and follow us on LinkedIn and Twitter