Executive Assistant

Location: Guadalajara, Jalisco

Job Type: Full-time  

We are seeking a highly organized and proactive Executive  Assistant to provide strategic support to our executive team and ensure seamless day-to-day operations. This role is ideal for someone with a strong background in executive assistance, excellent communication skills in both English and Spanish, and a solid foundation in business administration.

The ideal candidate will be detail-oriented, discreet, and capable of managing multiple priorities with professionalism and persistence. Beyond administrative tasks, we value someone who fosters long-term client relationships and contributes to a positive, service-driven culture.

Key Responsibilities:

Executive Support & Communication

• Manage and prioritize email communications, especially for VIP clients.

• Draft and send updates via Canopy or SharePoint.

• Coordinate with internal departments to ensure timely responses.

• Schedule meetings and escalate urgent matters to the Partner.

• Organize incoming documents and maintain task tracking in Canopy.
  

Meeting Coordination

• Schedule and prepare meetings with advance reminders.

• Gather and organize relevant materials from tax/accounting teams.

• For new clients: send organizer links, collect information, and assist with quote preparation.

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

Follow-Up & Client Management

• Send meeting summaries and request pending documents.

• Ensure proper documentation and communication with internal teams.

• Follow up on service requests and client onboarding processes.

• Track pending client information and send reminders as needed.