Administrative Assistant

Empresaconfidencial; Ciudad de México; On-site; MXN 180,000 - 260,000; Full time

Job summary

Empresaconfidencial in Mexico City seeks an organized Administrative Assistant to support a fast-paced professional services team. The role focuses on front desk duties, documents handling, and coordinating shipments while maintaining confidentiality and accurate records.

The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities with professionalism. On-site presence at Insurgentes Sur, Col. Florida, is required with strong English and MS Office skills.

Qualifications

• Strong organizational skills and excellent attention to detail.
• Ability to prioritize competing demands, manage multiple tasks, and meet deadlines.
• Excellent communication and interpersonal skills with stakeholders at all levels.
• Intermediate to advanced English proficiency, both written and spoken.
• Proficiency in Microsoft Office and general office technology.

Responsibilities

• Manage front desk activities, including greeting visitors and directing inquiries.
• Receive, register, and distribute incoming documents and deliveries.
• Coordinate document and package pickups and deliveries with messengers.
• Prepare documents and shipments, including airway bills and invoices.
• Track document deadlines and communicate progress to Directors and teams.
• Support immigration-related petitions and applications following procedures.
• Maintain and update status reports and confidential client information.
• Perform general administrative duties: data entry, emails, copying, scanning, typing, filing.
• Provide additional administrative support to the department as needed.

Skills

Organizational skills

Attention to detail

Multitasking

Communication skills

English proficiency

MS Office

Document management

Proactive mindset

Customer service

Tools

MS Office

Job description

We are looking for an organized, proactive, and service-oriented Administrative Assistant to provide administrative and operational support to our team in a fast-paced professional services environment.

This role is responsible for managing front desk activities, welcoming visitors, handling incoming calls and correspondence, coordinating document deliveries and messenger services, and supporting day-to-day administrative processes. The position also involves document preparation, record keeping, and handling confidential client information with a high level of accuracy and discretion.

The ideal candidate is detail-oriented, adaptable, and comfortable managing multiple priorities while delivering excellent service to internal and external stakeholders.

Key Responsibilities

• Manage front desk activities, including greeting visitors, answering calls, and directing inquiries to the appropriate team members.
• Receive, register, and distribute incoming documents, correspondence, and deliveries.
• Coordinate document and package pickups and deliveries with messengers, ensuring timely and accurate handling.
• Prepare documents and packages for shipment, including airway bills, commercial invoices, and other required shipping documentation.
• Track document deadlines and communicate progress, status updates, and potential issues to the relevant Director or team members.
• Support the preparation, drafting, assembly, and processing of immigration-related petitions and applications, following established procedures and requirements.
• Maintain and update status reports, records, and client, vendor, and internal contact information.
• Enter, update, and maintain confidential client information in the company's proprietary case management system.
• Perform general administrative duties, including data entry, email correspondence, copying, scanning, typing, and document filing.
• Provide additional administrative and operational support to the department as needed.
• Handle sensitive information with confidentiality, professionalism, and attention to detail.

Qualifications and Experience

• Strong organizational skills and excellent attention to detail.
• Ability to prioritize competing demands, manage multiple tasks simultaneously, and consistently meet deadlines.
• Excellent communication and interpersonal skills, with the ability to interact professionally with stakeholders at all levels, both in person and through phone and email.
• Intermediate to advanced English proficiency, both written and spoken.
• Proficiency in Microsoft Office and general office technology tools.
• Experience in document management, filing, record keeping, and administrative coordination.
• A proactive mindset, with the ability to anticipate needs, identify potential issues, and respond promptly and professionally.
• Flexibility, initiative, and a collaborative approach to supporting team priorities.
• Strong customer service skills and the ability to handle inquiries with courtesy, tact, and discretion.
• Previous experience in a corporate or professional services environment is preferred but not required.

Applicants must currently reside in Mexico City and be available to work on-site.

Work Location: Insurgentes Sur, Col. Florida