Executive Assistant / Workplace Experience Coordinator

Smartly; Ciudad de México; Híbrido; MXN 360.000 - 540.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Healthcare packages

Mental health services

Paid holidays

Family leave

Equity options

Hybrid workplace

Descripción de la vacante

Smartly is seeking an Executive Assistant & Workplace Experience Coordinator to support members of the Executive Leadership Team and own the day-to-day workplace experience in our Mexico City office. This hybrid role requires in-office presence three days per week to maintain an organized and welcoming environment for the local team.

You will manage complex calendars, travel, and meetings while building strong relationships across functions, locations, and time zones to ensure smooth operations

Formación

• Strong experience providing administrative or executive support to senior leaders.
• Fluent in English and Spanish, with clear written and spoken communication in both languages.
• Excellent organization and attention to detail, with the ability to anticipate needs and adapt to changing priorities.
• Proactive problem-solving with sound judgment and discretion.
• Experience handling confidential information professionally.
• Strong relationship-building skills across locations and time zones.
• Hands-on, service-oriented approach to workplace operations and visiting/employee experience.
• Ability to work from Mexico City office three days per week, starting at 9:00 a.m.

Responsabilidades

• Support 2-3 members of the Executive Leadership Team with calendars, travel, meetings, and day-to-day coordination.
• Anticipate executive needs and priorities and prepare for upcoming commitments.
• Coordinate leadership meetings and events, including agendas, materials, and action items.
• Build relationships across Smartly to keep communication and coordination moving smoothly.
• Own the day-to-day experience of the Mexico City office, coordinating facilities, vendors, and visits.
• Create a welcoming and well-organized workplace for employees, candidates, partners, and visitors.
• Plan local office events and employee experiences in coordination with the global Workplace Experience team.
• Handle sensitive information with discretion and professionalism.

Conocimientos

Calendar management

Travel planning

Executive support

Bilingual English/Spanish

Discretion

Office coordination

Relationship building

Event planning

Descripción del empleo

We are looking for an Executive Assistant & Workplace Experience Coordinator to support members of Smartly’s Executive Leadership Team while owning the day-to-day workplace experience in our Mexico City office. You will combine thoughtful, proactive executive support with hands-on office coordination, helping our leaders use their time effectively while creating an organized and welcoming environment where our local team can do their best work.

This is a hybrid role based in Mexico City, with an expectation of working from the office three days per week.

What You Will Do

• Support 2-3 members of our Executive Leadership Team, managing complex calendars, travel, meetings, and day-to-day coordination with discretion and attention to detail.
• Anticipate executive needs and priorities, identifying scheduling conflicts, preparing for upcoming commitments, and helping leaders make effective use of their time.
• Coordinate leadership meetings and events, including agendas, materials, action items, leadership offsites, board-related meetings, and company events.
• Build strong relationships across Smartly, working with stakeholders across functions, locations, and time zones to keep communication and coordination moving smoothly.
• Own the day-to-day experience of our Mexico City office, coordinating facilities, vendors, supplies, catering, visitors, and other operational needs.
• Create a welcoming and well-organized workplace, ensuring employees, candidates, partners, and visitors have a consistent and positive experience in the office.
• Plan local office events and employee experiences that create opportunities for connection and collaboration, partnering with our global Workplace Experience team where appropriate.
• Handle sensitive information with discretion, applying sound judgment and professionalism in your work with executives, employees, and external partners.

What We Are Looking For

• Strong experience providing administrative or executive support to senior leaders, including managing complex calendars, travel, meetings, and competing priorities.
• Professional fluency in both English and Spanish, with clear written and verbal communication skills in both languages.
• Excellent organization and attention to detail, with the ability to anticipate needs, follow through reliably, and adjust when priorities change.
• A proactive and practical approach to problem-solving, with the judgment to determine what needs immediate attention and what can be handled independently.
• Experience handling confidential or sensitive information with professionalism and discretion.
• Strong relationship-building skills and confidence working with stakeholders at different levels and across multiple locations and time zones.
• A hands-on, service-oriented approach to workplace operations and creating a positive employee and visitor experience.
• Ability to work from our Mexico City office three days per week, with a 9:00 a.m. start to support executive schedules and the daily rhythm of the workplace.

What We Offer You

• An Inclusive Global Culture: Join a team of over 750 Smartlies, representing more than 60 nationalities across 24 locations in 13 countries. We cultivate a culture built on trust, transparency, and open feedback, where diverse perspectives are valued and encouraged.
• Global Impact: Contribute to a company making a global impact, directly influencing our customers' success and business growth.
• Focus on Wellbeing: We prioritize your health with healthcare packages, mental health services, and a commitment to work-life balance through paid holidays and family leave.
• Comprehensive Rewards: Benefit from equity options, performance-based rewards, competitive compensation, and career development opportunities.
• Flexible Hybrid Workplace: Experience a hybrid work model, balancing office collaboration with remote work, and the option to work abroad for up to 30 days annually.

About Smartly

Smartly is the AI-powered advertising technology company transforming ad experiences for brands and their consumers. Our comprehensive advertising platform seamlessly integrates the capabilities of media, creative, and intelligence to power more than 800 billion impressions and generate more than 300 billion creatives annually, delivering tangible business outcomes for brands and advertisers.

Smartly is the only company in the industry recognized as a Leader in The Forrester Wave: Creative Advertising Technologies with PwC validating the results it delivers for brands. We manage creative and media for 700+ brands worldwide and $6B in ad spend across the largest media platforms, including Facebook, Google, Instagram, Pinterest, Snap, and TikTok. Our end-to-end technology, unmatched access to media platforms and exceptional customer service help Fortune 500 brands to reach and engage consumers and learn what performs best.Smartly is a multinational and diverse team of 750+ Smartlies from 60+ nationalities, working in 13 countries. Together, we want to create and maintain an inclusive environment where everyone feels respected and heard. Our Diversity, Equity & Inclusion approach is at the heart of it.

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