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Executive Support Specialist

hace 2 meses

Xico, México Tlnt & Spin Hire A tiempo completo

About the Role:

Tlnt & Spin Hire is seeking a highly organized and proactive Executive Support Specialist to support two co-founders. In this role, you will be crucial in managing day-to-day administrative tasks, streamlining communication, handling project management, and offering operational support.

Key Responsibilities:

  • Email Management: Manage and organize inboxes for both co-founders, reviewing and prioritizing emails based on importance.
  • Draft, reply to, and manage correspondence on behalf of the co-founders, ensuring timely responses to high-priority communications.
  • Filter through inquiries, manage follow-ups, and ensure nothing slips through the cracks.
  • Project Management Support: Assist with project management using Notion, creating, prioritizing, and tracking tasks and projects for the co-founders and team.
  • Spoon-feed high-priority tasks and deadlines to the co-founders and ensure they stay on track.
  • Collaborate with other team members to monitor progress and deliverables, sharing final outputs with relevant internal or external parties.
  • Research Support: Conduct research on vendors, software, industry trends, and competitive analysis to support business growth.
  • Prepare reports and summaries from research findings, providing actionable recommendations for decision-making.
  • Travel and Scheduling: Manage calendars, coordinate schedules, and book travel arrangements, including flights, hotels, and dining reservations.
  • Plan meetings, appointments, and team events, ensuring efficient time management and preparation.
  • Operational & Administrative Support: Assist in preparing presentations, reports, and documents as needed for internal and external meetings.
  • Liaise with clients, vendors, and partners on behalf of the co-founders, ensuring seamless communication and task follow-ups.
  • Oversee personal and professional tasks for the co-founders, including managing expense reports and handling confidential matters.
  • File and Data Management: Maintain and organize important documents, contracts, and digital files, ensuring they are easily accessible and up-to-date.
  • Support the co-founders with data entry, document creation, and filing systems as needed.

Requirements:

  • 3+ years of experience as an Executive Assistant or in a similar support role, ideally supporting senior executives or entrepreneurs.
  • Outstanding organizational and multitasking skills, with a strong attention to detail.
  • Proven ability to manage executive inboxes, project management tools (Notion experience is a must), and task delegation.
  • Excellent communication skills, with the ability to manage correspondence and project-related communication independently and professionally.
  • Strong research skills with the ability to analyze and present findings clearly and concisely.
  • Proactive, self-motivated, and able to work efficiently in a fast-paced, evolving environment.
  • Experience booking travel and handling complex logistics for busy executives.
  • Proficiency with Notion, Slack, Google Suite, and other productivity tools.
  • A high level of discretion and professionalism when handling sensitive information.