Executive Assistant

Blue View Builder; Mexicali; A distancia; MXN 446.000 - 781.000; Jornada completa

Descripción de la vacante

Blue View Builder seeks an experienced executive assistant and project coordinator to support a busy founder. You'll handle governance, meeting prep, calendars, vendor relations, and prepare documents and status updates.

You will align multiple workstreams, build trackers, SOPs, and drive timely decisions. This role requires strong English, Spanish, and comfort with construction/real estate deadlines.

Formación

• Based in Mexico with a reliable home office and video presence.
• English at C1+ written and spoken; Spanish native or bilingual.
• 4+ years supporting a founder, partner, or GM or coordinating multi-stakeholder projects.
• Extreme ownership: you finish tasks and own outcomes.
• Proficient with Google Workspace, MS Planner, Notion, Slack, Zoom, and Excel/Sheets.
• Comfortable in construction, real estate, or deadline-heavy environments.

Responsabilidades

• Information governance and handling confidential company information.
• Meeting and event support, minutes, and materials preparation.
• Office and vendor operations, liaison between executives and partners.
• Calendar management, inbox triage, travel, and meeting prep across Pacific time.
• Draft emails, decks, and notes in English; Spanish for Spanish-speaking counterparts.
• Manage and close open loops; track status across workstreams.
• Coordinate internal and external stakeholders to dates and decisions.

Conocimientos

Executive support

Project coordination

Vendor management

Calendar management

Multi-stakeholder coordination

English proficiency (C1+)

Spanish bilingual

Extreme ownership

Communication skills

Herramientas

Google Workspace

MS Planner

Notion

Slack

Zoom

Excel/Sheets

Asana/Monday/ClickUp

Descripción del empleo

The role

You are the operating layer around a busy founder. Half the job is classic executive support. The other half is driving projects to done: vendors, timelines, follow-ups, documents, and status — without waiting to be asked twice.

This is not a scheduling-only EA. If you need a task list written for you every morning, this is not the seat.

Responsibilities

Executive support

• Information & File Governance: Handle sensitive and confidential company information with strict professional discretion.
• Meeting & Event Support: Prepare meeting materials, set up conference rooms, record meeting minutes, and coordinate special events or town halls.
• Office & Vendor Operations: Serve as a primary liaison between executives and internal or external partners, manage office supply inventory, and oversee general administrative workflows.
• Calendar, inbox triage, travel, and meeting prep across Pacific time
• Draft emails, decks, one-pagers, and follow-up notes in English (Spanish when the counterpart is Spanish-speaking)
• Protect the founder's time: decline, reschedule, batch, and escape
• Track open loops and close them

Project management

• Workstream owners plan, execute, and report on their tracks (for example: technology, modular construction, installation, logistics, operations, finance, vendor, change, or quality). You connect those tracks into one plan, keep the master schedule current, surface conflicts early, and drive decisions when workstreams cannot resolve issues alone.
• Build and keep current: trackers, SOPs, meeting cadences, decision logs
• Coordinate internal architects, engineers, lenders, subcontractors, and agencies to dates
• Flag slippage early, with a recommended next step — not just a red status
• Prepare weekly scorecard: what moved, what's stuck, what needs a decision

Operations

• Light CRM / pipeline hygiene
• Document control (plans, contracts, warranties, permit packets)
• Vendor selection, onboarding and invoice routing
• Recruiting coordination

Requirements

Must-haves

• Based in Mexico; reliable home office and video presence
• English at C1+ written and spoken (you will draft founder-level emails)
• Spanish native or bilingual
• 4+ years supporting a founder, partner, or GM or 4+ years coordinating multi-stakeholder projects
• Extreme ownership: you finish things
• Tools: Google Workspace, MS Planner, Notion or similar, Slack, Zoom, Excel/Sheets at a real level; Asana/Monday/ClickUp a plus.
• Comfortable in construction, real estate, or another deadline-heavy field (preferred, not required)

Nice-to-haves

• CAPM / PMP / Scrum exposure
• US client or US-founder experience
• Familiarity with California permitting, modular/prefab, or design-build
• Can produce a clean one-page brief from a messy 20-minute voice note

How we work

• Core hours overlap 8:00 a.m.-5:00 p.m. Pacific
• Async first; same-day response during overlap
• You will sit in client and vendor calls
• Success in 90 days: founder calendar is clean, no dropped balls, every major project has an owner, a date, and a written status