Executive Assistant

Executive Assistant to the Director of International Offices

About the Role

We are looking for a highly organized, proactive, and discreet Executive Assistant to the Director of International Offices to provide high-level executive and administrative support in a fast-paced corporate environment.

This role goes beyond traditional administrative assistance. The Executive Assistant will act as a trusted partner to the Director, helping manage priorities, optimize schedules, coordinate business activities, and ensure seamless communication with internal and external stakeholders.

Fluent English is an indispensable requirement for this position. The role involves frequent interaction with international stakeholders, executive communications, and coordination of meetings and business activities in both English and Spanish. Candidates must demonstrate full professional proficiency in both languages, including written and verbal communication.

The ideal candidate is proactive, detail-oriented, and capable of anticipating needs, exercising sound judgment, and handling confidential information with absolute discretion.

Key Responsibilities

Executive Support

• Proactively manage and optimize the Director's calendar, coordinate meetings, and resolve scheduling conflicts efficiently.
• Coordinate domestic and international business travel, including flights, accommodations, ground transportation, itineraries, and last-minute changes.
• Organize executive meetings, business reviews, and corporate events, ensuring all logistical and technological requirements are covered.
• Manage emails, calls, correspondence, and external requests, prioritizing communications and responding independently when appropriate.
• Prepare, reconcile, and follow up on expense reports, invoices, and supporting documentation.
• Develop meeting agendas, executive briefs, presentations, and supporting materials to ensure the Director is fully prepared for key meetings.

Administrative & Operational Support

• Act as a liaison between the Director and internal teams, ensuring timely follow-up on commitments, deliverables, and key initiatives.
• Prepare and consolidate executive presentations, reports, meeting minutes, and business documents.
• Track agreements and action items, ensuring appropriate follow-up with stakeholders.
• Anticipate operational needs, identify potential bottlenecks, and elevate matters requiring attention.
• Coordinate special projects and administrative initiatives assigned by the Director.
• Maintain professional relationships with internal and external stakeholders, representing the Director with discretion and professionalism.

What We're Looking For

• 4+ years of proven experience as an Executive Assistant, Personal Assistant, or in a similar executive support role, preferably supporting C-Level executives or senior leadership.
• Fluent English and Spanish are mandatory requirements. Advanced professional English proficiency (C1 or equivalent) is essential. Candidates must be fully comfortable conducting conversations, writing executive emails and documents, coordinating meetings, and interacting with international stakeholders in English.
• Advanced proficiency in Microsoft Office, particularly PowerPoint, Excel, and Word.
• Experience with video conferencing platforms, expense management systems, and Workday is a plus.
• Exceptional written and verbal communication skills in both English and Spanish.
• Strong organizational skills and the ability to manage multiple priorities simultaneously.
• Ability to work 100% on-site at our corporate offices in Bosques de las Lomas, Mexico City.
• Flexibility to respond to time-sensitive matters or urgent situations when required.

Discretion & Confidentiality

Ability to handle sensitive business, executive, financial, and personal information with absolute discretion.

Ability to anticipate needs, identify potential issues before they arise, and act proactively without constant supervision.

Executive Presence

Professionalism, maturity, confidence, and sound judgment when interacting with executives, clients, and external partners.

Strong interpersonal skills, diplomacy, tact, and the ability to navigate different personalities and high-level relationships.

Adaptability & Resilience

Ability to remain calm and effective in a dynamic environment where priorities can change quickly.

Exceptional Organization

Outstanding attention to detail and the ability to manage multiple priorities, schedules, projects, and stakeholders simultaneously.

Become part of a dynamic organization where professionalism, collaboration, and excellence drive