Executive Administrative Support Assistant

hace 2 días

Ciudad de México Ignite Visibility LLC A tiempo completo

Type: Contract or Part-TimeLocation: RemoteDuration: Initial 30-60 Day Pilot with potential for extensionWe’re looking for a highly organized, intuitive, and experienced Executive Virtual Assistant to provide strategic administrative and scheduling support to several members of our executive team. This role goes beyond task-based assistance. It is a strategic position focused on maximizing executive time, protecting deep work, managing key logistics, and anticipating high-priority needs across a fast-paced leadership environment.**Responsibilities**:- Own and manage executive calendars with accuracy, foresight, and professionalism- Proactively block and protect time for deep work, strategic planning, and meeting prep- Triage meeting requests based on urgency, priority, and relevance- Coordinate internal and external meetings across multiple time zones- Handle last-minute changes and realignments with mínimal disruption- Manage calendar buffers, prep materials, and follow-up logistics- Liaise with internal stakeholders and external partners professionally and efficiently- Maintain documentation of calendar workflows, preferences, and recurring routines- Identify opportunities to streamline scheduling processes and improve executive bandwidth- Coordinate logistics and reservations for off-site meetings, partner or client meals, executive travel, and internal events, in line with company policies- Prepare and submit expense reports for executive team members, ensuring accuracy and compliance- Submit and track internal IT, facilities, or other administrative support matters on behalf of executives- Ensure timely follow-through and resolution of support issues, coordinating across departments as needed- Provide light support with inbox triage or high-priority communication flagging, as requested- Ideally reachable by phone or text in urgent situations, such as when an executive is traveling or temporarily offline and requires time-sensitive supportPreferred Qualifications:- 3+ years of experience supporting C-level executives in a fast-paced environment- Strong understanding of calendar strategy, executive priorities, and context-based scheduling- Exceptional organizational and communication skills- Expert-level proficiency in Google Workspace, Calendly, Slack, Zoom, and other scheduling tools, with a track record of optimizing workflows and resolving technical issues independently- Ability to troubleshoot basic tech issues or coordinate timely support with IT or system admins- Experience coordinating travel, expense reporting, and offsite logistics in accordance with company policies- Demonstrated ability to manage across multiple time zones- Proven discretion, adaptability, and the ability to maintain confidentiality- Familiarity with marketing, digital agency, or SaaS environments is a plus- Must be available during standard U.S. business hours, with flexibility to support executives across Eastern and Pacific time zones

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