Job Opening

Executive Assistant

Location: Monterrey, San Pedro Garza

Job Type: Full-time  

Mode: Hybrid

We are looking for an experienced Executive Assistant to provide high-level administrative support to our executive team and ensure smooth day-to-day operations. This role is ideal for someone highly organized, detail-oriented, and proactive in managing schedules, communications, and administrative follow-up across departments.

Responsibilities:

Email & Communication Management

  • Check and respond to emails daily, prioritizing VIP clients.

  • Share basic info (e.g., tax returns/status updates) via Canopy or SharePoint.

  • Acknowledge receipt with standard responses, coordinate with relevant departments.

  • Set up meetings and escalate urgent queries to the Partner.

  • Organize and save incoming documents and update Canopy tasks.

Meeting Scheduling & Preparation

  • Schedule meetings with reminders 2 days in advance.

  • Coordinate with tax/accounting for updates and prepare accordingly:

    • For new clients: send organizer link, share received info, and draft quote.

    • For existing clients: check status of tax, accounting, and billing.

Post-Meeting Follow-Up

  • Share meeting summaries with attendees and request any needed documents.

  • Save materials in the client folder, notify relevant teams.

  • Escalate service requests to the sales team, ensure timely follow-ups and schedule additional meetings if necessary.

Prospect Follow-Up

  • Request quotes from the sales team and follow up on preparation.

  • Ensure quotes are sent and remind prospects to sign them if delayed.

Client Onboarding

  • Coordinate with department heads to assign new clients and introduce teams via email.

General Follow-Up

  • Follow up on pending info from clients or internal requests.

  • Send reminders when clients don’t respond.

Internal Coordination

  • Support partner in coordinating with Tax, Accounting, and Payroll through internal meetings.

Calendar Management

  • Avoid scheduling on holidays and during internal or deadline weeks.

  • Maintain updated calendars and coordinate reschedules as needed.

  • Set reminders and manage recurring meetings for continued relevance.

Tax & Accounting Admin Support

  • Assist with forms: POA 2848, W9/W8-BEN, EIN SS-4, Elections 8832/2553.

  • Support with extensions, custom tax calendars, and tracking U.S. days for clients.

  • Minimal accounting-related tasks.

General

  • Adhere to Jambrina's quality standards.

  • Perform any task required within the role.

  • Maintain a strong client focus to build long-term relationships.

Qualifications:

  • Bachelor’s degree.

  • GPA ≥ 8.

  • 3–5 years in administrative or executive assistant roles.

  • Fully bilingual in English and Spanish.

Skills:

  • Excellent administrative, organizational, and office management skills.

  • Strong communication, discretion, and attention to detail.

  • Ability to multitask, adapt quickly, and work well under pressure.

If you meet these qualifications and are eager to contribute to a dynamic team environment, we encourage you to apply. We look forward to reviewing your application and potentially welcoming you to the Jambrina CPA Corporation.