Senior Administrative Assistant

Aon Corporation; Ciudad de México; Híbrido; MXN 420.000 - 600.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Hybrid work environment

Competitive benefits

Descripción de la vacante

Aon Corporation in Mexico City is seeking a Senior Administrative Operations Support to assist multiple Business Leaders. This hybrid role requires expert calendar management, travel coordination, and professional handling of confidential information in a fast-paced environment.

The ideal candidate will be fluent in English, have 3–4 years of relevant experience, and be adept with Microsoft Office and collaboration tools. Join a dynamic team supporting senior leadership across solution lines.

Formación

• Fluent English (verbal and written) at least C1 level and ability to communicate professionally with stakeholders.
• 3–4 years of administrative or office experience in a professional, client-oriented environment; EA/PA experience preferred.
• Proficiency with Microsoft Office and virtual collaboration tools (Teams, Zoom).

Responsabilidades

• Manage complex calendars across multiple time zones with scheduling and materials preparation.
• Coordinate meetings and travel, including arrangements for catering, rooms, and logistics.
• Draft, review, and prioritize emails and correspondence; track action items.
• Prepare and format professional documents in line with brand standards.
• Maintain distribution lists, org charts, and contact databases.
• Assist with onboarding activities for team members and maintain confidentiality.

Conocimientos

Fluent English

Calendar management

Communication skills

Organizational skills

Discretion

Team collaboration

Educación

Bachelor's degree or equivalent experience

Herramientas

Microsoft Office

Teams

Zoom

Descripción del empleo

Senior Administrative Operations Support - Multiple Business Leaders

Mexico City (Hybrid)

Role Summary

The Senior Administrative Support is a key member of the Administrative Operations Team, providing high-level administrative and operational support to multiple Business Leaders across Aon's solution lines. This role is responsible for managing complex calendars, coordinating meetings and travel, handling confidential information with discretion, and serving as a professional point of contact for internal and external stakeholders. The ideal candidate is proactive, highly organized, a strong communicator, and able to anticipate and respond to the needs of several senior leaders in a fast-paced, client-focused environment. We welcome applications from all qualified professionals, regardless of gender or background, who are excited about partnering closely with senior leadership.

Key Responsibilities

• Serve as a primary point of contact and liaison for Business Leaders with clients, third parties, internal colleagues, and direct reports, ensuring a professional and consistent experience for all stakeholders.
• Proactively manage multiple complex calendars across multiple time zones, including scheduling and prioritizing meetings, resolving conflicts, and ensuring leaders are prepared with relevant materials and information.
• Monitor and manage email inboxes as requested, including drafting, reviewing, and prioritizing correspondence, and following up on action items to ensure timely completion.
• Plan, coordinate, and support internal and external meetings (in person and virtual), including Managing technology (video conferences, conference calls, presentations) Arranging catering, room bookings, and all logistical requirements Recording and distributing meeting's notes and tracking follow-up actions
• Coordinate domestic and international travel, including flights, hotels, transportation, and detailed itineraries; adjust plans proactively in response to changes or disruptions.
• Prepare, review, and submit expense reports and reimbursements in compliance with company policy; track approvals and resolve discrepancies as needed.
• Produce, format, and proofread professional documents (presentations, reports, spreadsheets, proposals, and other materials) in line with company's brand and quality standards, including gathering data, compiling materials, and ensuring timely distribution.
• Maintain and update distribution lists, organizational charts, contact databases, and other administrative tools to support effective communication.
• Assist with onboarding activities for team members (e.g., scheduling welcome meetings, coordinating access requests, organizing introductions, etc).
• Handle sensitive and confidential information with the highest level of integrity and discretion.
• Support team events, town halls, and other internal initiatives, including logistics, communications, and materials.
• Perform other ad hoc administrative duties and special projects as requested to ensure efficient operations and proper workflow across solution lines.

Qualifications

• Fluent English (verbal and written) at least C1 level (CEFR scale). Ability to communicate clearly and professionally with stakeholders at all levels.
• 3-4 years of prior administrative or office experience in a professional, client-oriented environment; prior experience as an Executive Assistant or Personal Assistant supporting senior leaders is preferred.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools (e.g., Teams, Zoom), with the ability to learn new systems and platforms quickly.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and adapt to changing demands.
• Excellent interpersonal skills and the ability to build effective working relationships with colleagues, leaders, and clients.
• Demonstrated reliability, reliable judgment, and a high level of professionalism and confidentiality.
• Strong problem-solving skills, attention to detail, and a continuous improvement mindset.
• Strong written and verbal communication skills, including the ability to communicate effectively with individuals at all levels of seniority.
• High ethical standards, personal integrity, and a record of responsible, dependable conduct.

What We Offer

• A diverse, equitable, and inclusive workplace where all colleagues are valued and respected.
• A flexible, hybrid work environment.
• A culture of recognition and appreciation, with multiple programs to acknowledge colleagues’ contributions.
• Comprehensive benefits, including robust medical coverage, and other health and wellbeing programs.
• Internal career opportunities, individual development plan, and access to professional development training and resources.
• Opportunities to participate in social events, community engagement, and charity initiatives that foster connection and collaboration across teams.

How This Opportunity Is Different

This is more than an average administrative assistant role. Our team members work together in various departments and across international boundaries to make things happen! Beyond scheduling meetings and travel, coordinating sophisticated meeting logistics, or preparing and proofreading presentations and correspondence, this team is a core part of our business. From attending town halls, serving as experts resources for Aon's brand guidelines and corporate policies, or participating in leadership meetings, we offer these colleagues the space to strategically solve problems and establish procedures that result in process improvements for everyone.

A few highlights

• This position grants worldwide visibility and the potential to broaden abilities, presenting an outstanding chance to advance within a leading organization.

• You will participate in a vibrant environment where your efforts play a crucial role in our accomplishments.

• The global nature of the role will challenge your linguistic skills and elevate your capabilities in working with different cultures.

Skills and Experience That Will Lead to Success

Colleagues in this role are encouraged to demonstrate excellent customer service, integrity and teamwork. As the work is for a global audience, the team requires colleagues with strong verbal and written communication skills, advanced writing and proofreading capabilities, and the ability to handle confidential information with discretion. Successful team members are organized and creative problem-solvers with project management experience to help keep tasks on track.

A few critical skills include

• Seasoned executive assistant with experience managing calendars, preparing high quality presentations, etc.
• Self-motivated teammate who works independently and communicates progress
• Proficient in Microsoft Office Suite.
• English proficiency, at B2 or higher level.

Education

Bachelor's degree or equivalent experience.

Aon is not accepting unsolicited resumes from search firms for this position. If you are a search firm, you will not be compensated in any way for your submission of a candidate, even if Aon hires that candidate.

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.