Operations Assistant

hace 1 semana

Ciudad de México, Ciudad de México Ficomm Partners A tiempo completo

POSITION OVERVIEW

The Operations Assistant provides day-to-day administrative and operational support to the EVP, head of Client Success & Operations functions, under the guidance of the Senior Executive Assistant. The role ensures accuracy and timelines in managing administrative systems, financial processes, HR support, and client onboarding documentation.

The ideal candidate is detail-oriented, organized, and proactive – someone who enjoys building efficient processes, keeping systems clean, and supporting the success of both leadership and the broader team.

RESPONSIBILITIES AND EXPECTATIONS

Executive & Administrative Support

  • Manage EVP's calendar, coordinating with the Senior EA to align priorities.
  • Monitor and elevate/respond to messages in the Operations and Accounting inboxes.
  • Prepare routine communications and track follow-up tasks.

Finance & Accounting Support

  • Track accounts receivable/payable and flag outstanding items.
  • Prepare and organize monthly invoice documentation.
  • Support payroll and expense reconciliation processes.

Human Resources & Team Operations

  • Assist with employee onboarding and offboarding tasks (systems access, documentation, equipment requests).
  • Maintain subscription records and renewals.
  • Support HR and payroll workflows with accurate data entry and tracking.

Business Development & Reporting

  • Update HubSpot with new business information.
  • Assist in drafting and tracking client contract agreements and preparing DocuSign envelopes.

Systems & Knowledge Management

  • Maintain organization and accuracy in Dropbox, ensuring files are up to date.
  • Support clean-up and optimization of shared systems and workflows.
  • Provide light project support for cross-team initiatives.

QUALIFICATIONS

  • 1–3 years of administrative or operations support experience preferred.
  • Strong organizational skills with high attention to detail.
  • Comfortable working with numbers (invoicing, payroll, AR/AP tracking).
  • Proficiency in Microsoft Office Suite; experience with HubSpot, Dropbox, QuickBooks, and DocuSign are a plus.
  • Strong communication skills with the ability to prioritize multiple tasks in a fast-paced environment.

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