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Bilingual Executive Assistant, Mexico City

Mexico, Federal District, Mexico City
Publicado 2024-04-04
Caduca 2024-05-04
ID #2101581719
Bilingual Executive Assistant, Mexico City
Mexico, Federal District, Mexico City,
Publicado April 4, 2024


Who you are: An upbeat and design-forward executor who is resourceful, loyal, trustworthy, and straightforward.

You can handle a heavy workload with the ability to focus on urgent items first and can adapt to new circumstances with ease.

You do well under pressure and strive for accuracy in your work.

You keep an organized and clean environment.

You are intuitive and can anticipate the needs of the team.

You are a strong communicator and possess excellent written and verbal communication skills.

You find gratification in making detailed plans and then executing them fully.

Who we are: Energetic, motivated, highly skilled hotel renovation experts who deliver major transformations of branded hotels (Hilton, Marriott, IHG) across the United States.

We are a team of like-minded people who work together to carry the title of one of the fastest-growing private companies in America (Inc.

5000). Location: Colonia Condesa, Mexico City  The Role: The Executive Assistant provides high-level support for executive management while maintaining the highest level of confidentiality, exercising administrative judgment, and assuming responsibility for decisions, consequences, and results.

Functions include heavy calendar management, successful coordination of travel/meetings, and management of a small office.

They serve as liaisons between executives and other departments within the organization.

They exercise independent judgment in the resolution of administrative problems.

They prioritize and manage multiple projects simultaneously with little or no supervision.

Responsibilities   Executive-level support to the CEO including heavy calendar management, travel arrangements, maintaining the CEO’s Master Task Calendar, and daily support.

Handle incoming/outgoing phone and electronic communications on behalf of executive management.

Update & submit expense reports for executive management.

File receipts appropriately.

Perform administrative tasks such contract execution.

Ensure the company website has up-to-date project photos and information.

Maintain CEO’s CRM database, and update business cards, and contact information.

Add new contacts to Linked In & CRM.

Independently create well-organized, grammatically correct memos and reports for distribution to members of various departments.

Monitor, revise, and update process, and company SOPs as needed.

Create a user-friendly interface for the company.

Assist with business operations software maintenance, new employee setup, & reporting.

Setup & prep quarterly and annual Leadership planning meetings including Team recap meetings.

Coordinate new employee training w/CEO and maintain documents in system training folders (New Employee Slides, VTO, AC, Quarterly/Annual Slides, R& R, etc.) Update quarterly progress data in system documents.

Compile monthly corporate team meeting agenda & slide deck; including project photos.

Special events planning and coordination (i.e.

team and client events & outings).

IT MSP Management & Communication Systems Send weekly recap reports to CEO w/time tracking recaps (Toggl) + recurring to-do list checklist.

Perform other duties as assigned.

Requirements: 3 to 5 years of high-level executive support or office management experience Full written and spoke English proficiency  Work location - In person in our office.  Proficiency in Microsoft 365 Suite especially Microsoft Office and Excel Detailed focused, tech-savvy with an eye on polished documents, and Marie Kondo-type organization skills.

Excellent verbal and written communication skills Ability to remain flexible and efficient in a fast-paced environment.

Ability to make intelligent, independent, and quick decisions.

Can work well under pressure; especially when faced with unexpected occurrences or delays.

Ability to effectively analyze and solve problems.

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Detalles del trabajo

El tipo de trabajo: Tiempo completo
Tipo de contrato: Permanente
Tipo de salario: Mensual
Ocupación: Bilingual executive assistant

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