Assistant To Vice President

Workbetternow; Xico; A distancia; MXN 400,000 - 600,000; Jornada completa

Descripción de la vacante

A global remote work company in Veracruz, Mexico is seeking a proactive Executive Administrative Assistant to support their Co-Owner. This role involves managing complex calendars, coordinating high-stakes communications, and planning travel logistics. Ideal candidates will have over 3 years of experience supporting C-level executives and excellent communication skills. WorkBetterNow offers a supportive environment with a strong focus on work-life balance and professional development opportunities.

Servicios

Wellness Bonus

Paid maternity/paternity leave

Supportive work environment

Formación

• 3+ years supporting C-level executives in fast-paced environments.
• Demonstrated excellence in complex calendar operations and global travel.
• Exceptional written and verbal communication skills.

Responsabilidades

• Manage a high-volume, cross-time-zone calendar for the executive.
• Serve as a liaison to internal and external stakeholders.
• Plan domestic and international travel logistics.

Conocimientos

Complex calendar management

High-stakes communication

Global travel coordination

Attention to detail

Strong financial acumen

Problem-solving

Educación

Bachelor’s degree or equivalent experience

Herramientas

Microsoft 365

Zoom

HubSpot

QuickBooks

Descripción del empleo

Join to apply for the Assistant to Vice President role at WorkBetterNow

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.

Compensation & Growth

At WorkBetterNow, we believe in rewarding commitment and supporting long‑term success.

Our pay structure ensures your compensation evolves with your experience and tenure.

• 0‑3 months : $1,200 USD / month
• After 3 months : You’ll receive a $50 monthly Wellness Bonus to support a healthy and balanced work life (total : $1,250 / month)
• After 1 year : Salary increases to $1,340 USD / month
• After 2 years : Salary increases to $1,480 USD / month
• After 3 years : Salary increases to $1,540 USD / month
• After 4 years : Salary increases to $1,600 USD / month
• Annual Adjustments : You’ll also receive a raise each year and company‑wide compensation adjustments as we continue to grow together.

Work‑Life Balance

100% remote work — enjoy the comfort and flexibility of working from home

Paid maternity / paternity leave (up to 2 months with 50% salary coverage after 1 year)

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.

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)

• Microsoft 365 and Zoom.
• ClickUp.
• Calendly or similar for email triage.
• HubSpot.
• QuickBooks; DocuSign.
• SquadCast; Descript; Libsyn; Canva or Adobe Express.
• Zapier; AI assistants (ChatGPT, Microsoft Copilot, Google Workspace Duet); Otter.ai / Fireflies.ai / Fathom for meetings; Scribe or Tango for SOP capture.
• 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.
• 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 series) for Windows users and M2 for Macs.

RAM: 16 GB minimum.

Internet Speed: Mbps (minimum).

Openings for:

• Argentina
• Bolivia
• Belize
• Chile
• Colombia
• Guatemala
• Dominican Republic
• Honduras
• Mexico
• Panama
• Jamaica
• Paraguay
• Uruguay
• Santa Lucia

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