executive & studio Assistant

 

We’re looking for a highly organized, proactive, and resourceful person to join VIDA as a central point of coordination across our studio. This is a role for someone who naturally thinks one step ahead. You’ll work closely with our Director to manage his schedule, coordinate meetings and travel, while keeping priorities moving forward. Things don’t always go to plan, and that’s where you come in. Cancelled flights, changing schedules, last-minute meetings, shifting priorities and unexpected requests are all part of the role. From arranging travel and managing calendars to coordinating across the studio, you’ll help create the space for our Director and team to stay focused on projects and the creative work at the heart of VIDA.

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Qualifications 
  • 3+ years of experience in a similar role such as Executive Assistant, Personal Assistant, Studio Coordinator, or Operations Assistant.

  • Previous experience supporting a senior executive is strongly preferred.

  • Excellent organizational and time-management skills.

  • Strong judgment, initiative, discretion, and attention to detail.

  • Ability to manage multiple priorities and changing schedules.

  • Comfortable with both high-level executive support and practical, hands-on tasks.

  • Language Requirements: Proficiency in English is required. Spanish language skills are a plus.

The Role

The ideal candidate is exceptionally organized and comfortable managing multiple priorities. You can communicate clearly, solve problems quickly, and take pride in getting things done properly. Discretion, good judgement, and the ability to work confidently with different members of the team are essential. This is a full-time, in-person role at our Escazú studio. Ideal candidates will be able to:

  • Organize and maintain executive and team calendars, including business travel, accommodations, flight itineraries, and related logistics.

  • Coordinate internal team meetings, project reviews, workshops, and working sessions.

  • Anticipate scheduling conflicts and proactively identify solutions.

  • Research, plan, and book national and international travel for the leadership team and staff.

  • Oversee office supplies and inventory, ensuring replenishment and proper organization.

  • Organize weekly team breakfasts, purchasing, and event setup.

  • Assist with company social events, including annual retreats, celebrations, and anniversaries.

  • Track payments and update records in Dropbox and Harvest.

  • Pay suppliers and assist the team with travel reimbursements.

  • Support directors with personal tasks such as purchases, event planning, and medical appointments.

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