Executive Assistant

Ambu; Ciudad Juárez; Presencial; MXN 335.000 - 558.000; Jornada completa

Descripción de la vacante

Ambu in Juarez, Mexico, seeks an experienced Executive Assistant to provide high-level support to the VP of North America Operations and coordinate with the Juarez leadership team. You will manage calendars, prepare materials, and support cross-functional initiatives to enable leadership effectiveness.

You will coordinate international travel, prepare executive communications, and handle sensitive information with discretion, while fostering collaboration across sites and departments in a

Formación

• 3–5 years of experience in an Executive Assistant or similar role.
• Experience supporting senior executives in a multinational/ manufacturing environment.
• Experience coordinating international travel and visa processes is desirable.
• Advanced/professional English and Spanish, written and spoken.

Responsabilidades

• Manage VP's calendar, meetings, calls, site visits, and time-zone coordination.
• Prepare presentations, reports, agendas, and executive-level materials.
• Coordinate Staff Team meetings, leadership sessions, and Town Halls.
• Track actions, deadlines, and follow-ups from leadership meetings.
• Arrange travel, visas, accommodations, and site visits for executives.
• Coordinate signatures, approvals, and confidential correspondence.
• Assist executive visitors with agendas, logistics, and hospitality.
• Support cross-functional initiatives and internal communications.

Conocimientos

Executive support

Calendar management

Travel coordination

Bilingual English/Spanish

Discretion

Communication

Educación

Bachelor's degree in Business Administration or related field

Herramientas

Microsoft Office Suite

Descripción del empleo

A Global Job Position With An Impact

Provide high-level executive and administrative support to the Vice President of North America Operations, while serving as a key coordination point for the Juarez leadership team and broader site organization. The role supports leadership effectiveness through executive calendar management, preparation of presentations and business materials, coordination of Staff Team meetings and leadership activities, follow-up on key actions and priorities, organization of executive communications, and support for cross-functional initiatives.

Provide high-level executive and administrative support to the Vice President of North America Operations, while serving as a key coordination point for the Juarez leadership team and broader site organization. The role supports leadership effectiveness through executive calendar management, preparation of presentations and business materials, coordination of Staff Team meetings and leadership activities, follow-up on key actions and priorities, organization of executive communications, and support for cross-functional initiatives.

Responsibilities And Essential Functions

• Manage the VP's calendar, including meetings, appointments, conference calls, site visits, business commitments, and coordination across different locations and time zones.
• Support the VP and Juarez leadership team in the preparation and coordination of Staff Team meetings, business reviews, leadership sessions, Town Halls, executive visits, and other key business activities.
• Prepare and consolidate presentations, reports, agendas, meeting materials, correspondence, organizational information, and other executive-level documentation.
• Track key actions, commitments, deadlines, and follow-up items resulting from leadership meetings and business discussions, helping ensure appropriate coordination and closure.
• Coordinate meeting logistics, agendas, supporting documentation, participants, meeting rooms, virtual connections, and follow-up communications.
• Support leadership communications and cross-functional coordination by gathering information from different departments and preparing materials for internal and external audiences.
• Coordinate signatures, approvals, document routing, confidential correspondence, and administrative follow-up while handling sensitive business and personnel information with appropriate discretion.
• Provide administrative support for executive and corporate visitors, including agendas, site access, meeting coordination, transportation, hospitality, and other required arrangements.
• Support the coordination of site events, leadership activities, employee meetings, workshops, and other organizational initiatives as required.
• Coordinate domestic and international business travel for the VP, leadership team, and site personnel as required, including flights, hotels, ground transportation, rental cars, and related services.
• Prepare and submit the VP's travel expense reports, collecting and reconciling receipts, invoices, credit card charges, and supporting documentation.
• Provide administrative guidance to employees regarding company travel processes and coordinate with travel agencies, airlines, hotels, transportation companies, and other service providers.
• Coordinate administrative processes related to business visas, renewals, immigration permits, work-related travel authorizations, and other international entry requirements.
• Schedule appointments with consulates, embassies, visa application centers, biometric centers, and relevant authorities, and coordinate passports, photographs, applications, and supporting documentation.
• Prepare invitation letters, employer support letters, employment verification letters, assignment letters, and other corporate documentation required for international business travel.
• Perform other executive, administrative, and coordination activities required to support the VP, leadership team, and effective operation of the Juarez site.

Qualifications

• Bachelor's degree in Business Administration, International Business, Communication, Human Resources, or a related field preferred. Relevant experience may be considered in lieu of formal education.
• 3–5 years of experience in an Executive Assistant, Executive Coordinator, Administrative Coordinator, or similar role. Experience supporting senior executives and leadership teams in a multinational or manufacturing environment is highly desirable.
• Demonstrated experience preparing executive presentations, coordinating leadership meetings, managing confidential information, and following up on multiple priorities and stakeholders.
• Experience coordinating international travel, executive visits, and visa or immigration processes is desirable.
• Advanced/professional English and Spanish. Ability to participate in business meetings and prepare professional presentations, correspondence, reports, and documentation in both languages.
• Strong organizational skills, attention to detail, discretion, judgment, and ability to manage competing priorities in a fast-paced environment.
• Strong interpersonal and communication skills, with the ability to interact effectively with executives, corporate teams, employees, visitors,

Work Environment

This is a manufacturing facility and as a result, employees have the potential to be exposed to noise, chemicals, fumes, airborne particles, machinery, vibration, or other workplace hazards controlled within compliance of current safety and health standards.