Executive Assistant

This is a fully remote position, open to applicants in Mexico.

📋 Description

• Manage sensitive and confidential information for the company with utmost professional discretion.

• Prepare materials for meetings, arrange conference room setups, document meeting minutes, and organize special events or town halls.

• Serve as a liaison between executives and both internal and external partners.

• Oversee office supply inventory and general administrative processes.

• Handle calendar management, inbox triage, travel arrangements, and meeting preparations across Pacific time.

• Compose emails, presentations, one-pagers, and follow-up notes in both English and Spanish as needed.

• Safeguard the founder’s time by declining, rescheduling, batching, and escalating requests when necessary.

• Monitor open items and ensure they are resolved.

• Integrate project workstreams into a cohesive plan and maintain the master schedule.

• Develop and manage trackers, standard operating procedures (SOPs), meeting rhythms, and decision logs.

• Coordinate with architects, engineers, lenders, subcontractors, and agencies to meet deadlines.

• Identify potential delays early and recommend next steps.

• Prepare a weekly scorecard that outlines progress, obstacles, and decisions required.

• Maintain light CRM/pipeline hygiene and document control.

• Oversee vendor selection, onboarding processes, and invoice routing.

• Assist in coordinating recruitment efforts.

⛳️ Requirements

• Located in Mexico; must have a reliable home office setup and video presence.

• Proficient in English at a C1+ level, both written and spoken.

• Native Spanish speaker or bilingual.

• A minimum of 4 years of experience supporting a founder, partner, or general manager, or 4+ years in coordinating multi-stakeholder projects.

• Strong sense of ownership: you see tasks through to completion.

• Proficient in Google Workspace, MS Planner, Notion or similar tools, Slack, Zoom, and Excel/Sheets at a substantial level.

• Comfortable working in construction, real estate, or another deadline-driven industry (preferred, but not required).

• Exposure to CAPM / PMP / Scrum methodologies (nice-to-have).

• Experience with US clients or founders (nice-to-have).

• Familiarity with California permitting, modular/prefab, or design-build processes (nice-to-have).

• Ability to distill a clean one-page brief from a disorganized 20-minute voice note (nice-to-have).

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Flexible working hours to accommodate your schedule.

• Opportunities for professional development and growth.

• Collaborative and supportive team environment.

• Health and wellness benefits.