Executive Assistant to Founder & CEO

Scale Up Recruiting Partners; Guadalajara; A distancia; MXN 559,000 - 840,000; Jornada completa

Descripción de la vacante

A dynamic recruiting firm is seeking an experienced Executive Assistant to support a founder overseeing multiple businesses. The role involves operational support, problem solving, and personal assistance tasks, requiring strong organizational skills and the ability to navigate ambiguity. Candidates should be fluent in English and proficient in tools like Notion and Google Workspace. This is a remote full-time position based in Guadalajara, Mexico.

Formación

• 3+ years supporting U.S.-based executives as an Executive Assistant.
• Fluent spoken and written English with clear communication skills.
• Ability to perform under pressure and manage sensitive information.

Responsabilidades

• Monitor ongoing tasks and track activities across multiple businesses.
• Manage and organize the founder’s Notion workspace.
• Handle personal logistics including travel arrangements.

Conocimientos

Problem-solving

Organization

Communication

Attention to detail

Discretion

Herramientas

Notion

Google Workspace

AI tools

Descripción del empleo

We're Hiring: Executive Assistant to Founder & CEO (Remote – Full Time)

About The Role

We're looking for a highly intelligent and efficient Executive Assistant to support a founder who manages multiple companies across various industries. If you excel at problem-solving, are extremely organized, and can work independently without much supervision, this role may be a great fit for you.

This position involves both business and personal support tasks, including following up with investors, managing documents, booking travel, resolving property issues, and ensuring smooth operations. It combines responsibilities of an Executive Assistant and a Junior Chief of Staff.

Key Responsibilities

Operational Support

• Monitor ongoing tasks and keep track of activities across multiple businesses to ensure nothing is overlooked.
• Stay informed about the founder's projects, upcoming tasks, and follow-up needs without constant reminders.
• Manage and organize the founder’s Notion workspace, updating task lists, materials, and documentation regularly.
• Track incoming messages and emails, highlight key items, follow up when necessary, and communicate with internal and external contacts confidently on behalf of the founder.

Problem Solving & Project Execution

• Take full ownership of tasks such as coordinating investor documents, managing property issues, setting up meetings, and vendor communication.
• Research, compare options, consult with relevant parties, and follow up independently to resolve issues.
• Proactively determine next steps without waiting for instructions, escalating only when necessary.

Personal & Executive Assistance

• Handle personal logistics including flights, hotels, itineraries, and travel arrangements.
• Assist with basic financial administrative tasks like wire transfers, collecting signatures, and communicating with accountants.
• Maintain confidentiality and discretion when managing personal matters for the founder.

Must-Have Qualifications

• At least 3 years of experience supporting U.S.-based founders or executives as an Executive Assistant.
• Strong problem-solving skills with the ability to navigate ambiguity and think ahead.
• Proficiency in Notion, Google Workspace (Docs, Sheets, Gmail), and AI tools like ChatGPT or Claude.
• Fluent spoken and written English with clear communication skills.
• Ability to work swiftly, learn quickly, and perform under pressure.
• Attention to detail and ability to understand context without extensive guidance.
• Reliable, autonomous, and capable of managing sensitive information discreetly.
• Background in engineering or strong analytical skills (preferred).

If this opportunity interests you, please send us your resume!