Executive Assistant (Mexico)

$18,720 - $22,880/Yr

Business Executive Coach - Chicago, IL

Full-time - Entry Level

Remote - Chicago, IL

About the position

We are seeking a highly organized and proactive Executive Assistant to support our executive team. The successful candidate will be responsible for managing various administrative tasks, ensuring the smooth operation of executive activities, and enhancing the efficiency of our leadership team. This role requires a detail-oriented individual who can handle multiple tasks simultaneously while maintaining a high level of professionalism and confidentiality. The Executive Assistant will play a crucial role in facilitating communication and coordination among team members and departments, contributing to the overall success of the organization. The Executive Assistant will provide high-level administrative support to the executive team, which includes managing executive calendars, scheduling appointments, and coordinating meetings. The candidate will also prepare and edit correspondence, communications, presentations, and other documents as needed. A significant part of the role involves invoice auditing, where the Executive Assistant will review and audit invoices for accuracy and compliance with company policies, collaborating with the finance department to ensure timely processing and payment of invoices. In addition to administrative support, the Executive Assistant will be responsible for coordinating and scheduling appointments, meetings, and conference calls, ensuring all parties are informed of schedule changes. The role also includes arranging travel itineraries, accommodations, and logistics for executives. The candidate will attend meetings, take comprehensive notes, and prepare and distribute meeting minutes and action items to relevant stakeholders, following up on action items to ensure timely completion. The Executive Assistant will draft and share important announcements and updates with the team, maintaining effective communication channels within the team. They will also manage documentation and records, ensuring confidentiality and security of sensitive information while implementing and managing filing systems, both physical and digital. The role may involve assisting in the coordination and execution of special projects and initiatives, tracking project progress, and providing updates to the executive team. General administrative duties such as ordering supplies, managing office equipment, and handling incoming calls will also be part of the responsibilities.

Responsibilities

• Provide high-level administrative support to the executive team.
• Manage executive calendars, schedule appointments, and coordinate meetings.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Review and audit invoices for accuracy and compliance with company policies.
• Collaborate with the finance department to ensure timely processing and payment of invoices.
• Maintain records of all audited invoices for future reference.
• Coordinate and schedule appointments, meetings, and conference calls.
• Ensure all parties are informed of schedule changes and provide necessary details in advance.
• Arrange travel itineraries, accommodations, and logistics for executives.
• Attend meetings and take comprehensive notes.
• Prepare and distribute meeting minutes and action items to relevant stakeholders.
• Follow up on action items to ensure timely completion.
• Draft and share important announcements and updates with the team.
• Maintain effective communication channels within the team.
• Ensure all team members are informed of key developments and changes.
• Maintain and organize executive files, records, and documents.
• Ensure confidentiality and security of sensitive information.
• Implement and manage filing systems, both physical and digital.
• Assist in the coordination and execution of special projects and initiatives.
• Track project progress and provide updates to the executive team.
• Collaborate with various departments to ensure project milestones are met.
• Perform general office duties such as ordering supplies, managing office equipment, and handling incoming calls.
• Provide support for company events and functions as needed.
• Assist with other administrative tasks as required by the executive team.

Requirements

• Proven experience as an Executive Assistant or in a similar administrative role.
• Excellent organizational and time-management skills.
• Strong attention to detail and ability to multitask.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise discretion.
• Strong interpersonal skills and a professional demeanor.
• Experience in using Google Suite and Slack.

Benefits

• Work from home
• Access to diverse projects
• Opportunities for professional growth
• Collaboration with diverse teams
• No commute time
• No dress code (unless there's a meeting!)
• Eco-friendly work lifestyle
• Exposure to a multicultural team
• Potential for long-term engagement
• Improved work-life balance