Executive Assistant – C-Level

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

📋 Description

• Oversee a dynamic and intricate calendar for internal and external meetings, calls, and events across various time zones.

• Organize and execute leadership meetings, board sessions, offsites, and team events from start to finish.

• Identify venues and vendors, monitor budgets, create agendas, coordinate participant logistics and materials, and manage post-event follow-ups.

• Arrange flights, accommodations, ground transportation, and comprehensive travel itineraries.

• Anticipate the needs of the executive and proactively address issues.

• Provide support for email management, document preparation, and follow-up tasks.

• Lead and manage cross-functional projects from initiation to completion, ensuring timelines, responsibilities, and deliverables are tracked.

• Create agendas, briefing documents, and pre-reads for executive meetings.

• Develop and refine presentations, reports, and other materials for leadership.

• Assist the executive’s direct reports and the wider corporate team with scheduling, coordination, and project requirements.

• Serve as a liaison across corporate functions and portfolio companies.

• Uphold strict confidentiality regarding sensitive company and personal information.

• Act as the primary point of contact between the executive and both internal and external stakeholders.

• Provide support for multiple companies and adapt to changing business priorities.

• Offer urgent assistance outside of standard business hours when necessary.

• Manage and maintain Asana and related team tools, including project setup, templates, and workflows.

• Leverage technology and AI tools, such as Claude, to enhance efficiency and streamline workflows.

• Document recurring processes and assist in onboarding new team members.

⛳️ Requirements

• Bachelor’s degree or equivalent experience.

• Over 8 years of experience as an Executive Assistant supporting C-level executives in a fast-paced setting.

• Proven track record in managing projects and coordinating with multiple teams or stakeholders.

• Exceptional written and verbal communication skills in English.

• Demonstrated ability to handle complex schedules, travel arrangements, and events with accuracy.

• Proactive and detail-oriented with strong organizational and problem-solving abilities.

• Advanced skills in PowerPoint, Word, and Excel.

• Experience with Asana or a similar project management tool is advantageous.

• Tech-savvy and adept at embracing new systems, tools, and AI solutions like Claude.

• Strong discretion and judgment concerning sensitive information.

• Ability to consistently work Eastern Time hours, with flexibility for urgent needs outside of standard business hours.

• Comfortable navigating multiple companies and priorities, and capable of managing ambiguity and change.

🏝️ Benefits

• Remote work options available.

• Competitive salary offered.

• Opportunities for travel to the U.S. up to twice a year.