Assistant to Vice President

WorkBetterNow; A distancia; MXN 727,000 - 1,091,000; Jornada completa

Descripción de la vacante

A remote work provider is seeking an experienced Executive Administrative Assistant based in Mexico. This role involves managing a complex calendar, coordinating travel, and supporting high-stakes communications for the Co-Owner. The ideal candidate should have over 3 years of experience supporting C-level executives and strong proficiency with productivity tools. The company emphasizes work-life balance and offers a supportive environment for professional growth.

Servicios

100% remote work

18 paid vacation days

Paid maternity/paternity leave

Formación

• 3+ years in support of C-level executives in fast-paced environments.
• Exceptional written and verbal communication skills.
• High proficiency with productivity and finance tools.

Responsabilidades

• Manage a high-volume, dynamic calendar across time zones.
• Coordinate travel logistics including flights and accommodations.
• Draft and triage communications on behalf of the executive.

Conocimientos

Proactive Organization

High-Stakes Communication

Calendar Management

Travel Coordination

Discretion

Financial Acumen

Educación

Bachelor's degree or equivalent experience

Herramientas

Microsoft 365

Zoom

ClickUp

HubSpot

QuickBooks

Descripción del empleo

WorkBetterNow provides full-time positions for professionals in LATAM looking to work with United States-based companies. Our remote professionals come first and are the most important part of our team. If you want to be part of a company that values work-life balance and supports your professional development, you’re in the right place.

Benefits

Work-Life Balance

• 100% remote work — enjoy the comfort and flexibility of working from home
• 18 paid vacation days + U.S. federal holidays
• Paid maternity/paternity leave (up to 2 months with 50% salary coverage after 1 year)

Career Support

• A dedicated Talent Coordinator who serves as your guide and liaison between you, WorkBetterNow, and your assigned company—helping you navigate your role and continue growing professionally.
• A supportive, people-first environment where your voice matters.

Our Core Values

• Put our Talent first
• Pursuit of excellence/continuous learning
• Integrity and transparency
• Ownership mentality
• Pursuit of growth
• Excellent attitude

Job Description:

We seek a proactive, highly organized Executive Administrative Assistant to support our Co-Owner and Visionary. You will orchestrate a complex calendar; manage high-stakes communications; coordinate travel, events, and vendor relationships; and ensure flawless execution across the executive’s portfolio (investments, books, podcasts, speaking engagements).

• Calendar and scheduling
• Manage a high-volume, dynamic, cross-time-zone calendar; prevent conflicts and sequence priorities.
• Coordinate calls, meetings, meals, and events with clear briefs, objectives, locations/links, materials, and attendee confirmations.
• Build buffer times, travel time, and preparation windows; maintain an executive “run of show.”
• Confirm attendees, locations/links, objectives, and outcomes.
• Communications and follow-through
• Serve as liaison to internal/external stakeholders; draft and triage emails/messages in the executive voice.
• Capture decisions, action items, and deadlines; ensure timely follow-up and closure.
• Maintain professional, brand-aligned communication loops that enhance relationships.
• Travel and logistics
• Plan end-to-end domestic and international travel: flights, hotels, ground transport, dining, visas, and contingency plans.
• Create detailed itineraries and digital packets; monitor changes and re-accommodations.
• Finance and operations support
• Process bills, invoices, reimbursements, and expenses; liaise with accounting/finance and vendors.
• Support light bookkeeping and documentation for audits and tax prep as needed.
• Multi-business and project coordination
• Coordinate across the executive’s portfolio (investments, books, podcasts, speaking engagements, and other ventures).
• Manage vendor/partner relationships, contracts, deliverables, and timelines.
• Support content scheduling, outreach, and logistics for media, publishing, and events.
• Information and knowledge management
• Maintain organized files, contacts, and knowledge bases; ensure information is current, searchable, and secure.
• Build Standard Operating Procedures (SOP) and checklists to streamline repeatable processes; propose improvements proactively.
• Confidentiality and risk management
• Handle sensitive information with absolute discretion; manage access, permissions, and privacy.
• Anticipate risks (schedule bottlenecks, travel disruptions, reputational exposures) and propose mitigations.

Qualifications:

• 3+ years of experience supporting C-level or high-profile executives in fast-paced environments.
• Demonstrated excellence in complex calendar operations, high-stakes communications, and global travel.
• Exceptional written and verbal communication; ability to write clearly, concisely, and in an executive voice.
• Strong business judgment, discretion, and professionalism with VIP stakeholders.
• Demonstrated ability to anticipate needs, solve problems quickly, and operate with minimal guidance.
• High proficiency with productivity, CRM, finance, and automation tools; eager to learn and implement new systems.
• Experience coordinating across multiple businesses, media projects, and external partners.

Additional Requirements:

• Availability for time-sensitive requests; ability to support across time zones.
• Meticulous attention to detail, organization, and follow-through; zero-defect mindset.
• Ability to manage multiple priorities and deadlines while maintaining calm and clarity.
• Strong financial acumen for invoices, expenses, and vendor management.
• Bachelor’s degree or equivalent experience preferred.*

Tools and platforms (preferred experience)

• Productivity and collaboration: Microsoft 365 and Zoom.
• Project/knowledge: ClickUp.
• Scheduling and email: Calendly or similar for email triage.
• CRM and relationships: HubSpot.
• Finance and contracts: QuickBooks; DocuSign.
• Travel: Tripadvisor; airline/hotel status programs.*
• Media and content: SquadCast; Descript; Libsyn; Canva or Adobe Express.
• Automation and AI: Zapier; AI assistants (ChatGPT, Microsoft Copilot, Google Workspace Duet); Otter.ai/Fireflies.ai/Fathom for meetings; Scribe or Tango for SOP capture.
• Security: 1Password; OneDrive permissions and data privacy practices.

Success metrics (examples)

• Calendar accuracy and conflict-free execution; on-time starts and prepared participants.
• Executive time leverage: increased focus hours, reduced context switching, high-value meeting mix.
• Service Level Agreement (SLA) adherence: response and turnaround times for internal/external stakeholders.
• On-time, error-free payment processing and expense reconciliation.
• Stakeholder satisfaction scores/feedback; repeat invitations for speaking/media.
• SOP coverage and continuous process improvements implemented.

Technical Requirements

• Processor: Intel 11th Gen (or equivalent AMD Ryzen 5000 series) for Windows users and M2 for Macs
• RAM: 16 GB minimum
• 25 - 50 Mbps Internet Speed (Min)

Note: To see the full job description, technical qualifications, and details on the application process, please click 'Apply' below.

Openings for:

• Argentina
• Bolivia
• Brazil
• Belize
• Chile
• Ecuador
• Colombia
• El Salvador
• Guatemala
• Nicaragua
• Dominican Republic
• Trinidad & Tobago
• Honduras
• Mexico
• Panama
• Peru
• Jamaica
• Paraguay
• Uruguay
• Santa Lucia
• Guyana