Executive Assistant / Chief of Staff (Bilingual)

Confidential Jobs; Baja California; Presencial; MXN 200,000 - 400,000; Jornada completa

Descripción de la vacante

A leading company is seeking an Executive Assistant in Tijuana to provide high-level administrative support. This role requires managing appointments, travel arrangements, and sensitive information while ensuring the Director is well-prepared for engagements. Candidates should possess 5+ years of experience, a proactive approach, and bilingual proficiency in English.

Formación

• 5+ years of related experience required.
• Bilingual proficiency in advanced English necessary.
• Experience in diary management and travel arrangements.

Responsabilidades

• Manage electronic diary and prioritize appointments.
• Handle travel arrangements including visas.
• Produce documents, briefing papers, and reports.

Conocimientos

Proactive approach

Educación

Bachelor’s degree

Herramientas

Microsoft Office

Excel

Presentation software

Descripción del empleo

Location

Tijuana

Department

Administration

General purpose of the position

We are seeking an advanced English-speaking Executive Assistant to provide comprehensive administrative and secretarial support at a senior level. The role involves ensuring smooth day-to-day management and optimizing time utilization, while handling sensitive and complex issues professionally and objectively.

Position tasks / Responsibilities

• Manage electronic diary, assessing priority of appointments and reallocation as necessary.
• Manage travel arrangements, including visas and accommodation.
• Manage government procedures/paperwork (passports, visas, etc).
• Dealing with telephone and email enquiries promptly and courteously.
• Creating and maintaining filing systems.
• Maintain records of contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports, and presentations.
• Organize meetings and ensure that the Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Meet and greet visitors at all levels of seniority.
• Supervise all incoming/outgoing mail.
• Fulfill any other duties reasonably required by the Director.

Work Experience Requirements

• 5+ years of related experience.
• Experience of electronic diary management, travel arrangements (including visas/accommodation), government procedures/paperwork (passports, visas, etc).
• PR experience.
• Ability to deal with sensitive information with discretion and to maintain confidentiality.
• Excellent IT skills, including a working knowledge of presentation software packages, Excel and Microsoft Office.
• Bilingual, proficiency in advanced English.

Skills Requirements:

• Proactive approach to tasks and problem-solving.

Academic Requirements

• Bachelor’s degree