Senior Executive Support Specialist

Bebeeexecutive; Xico; Híbrido; MXN 820,000 - 1,185,000; Jornada completa

Descripción de la vacante

A leading executive support organization is seeking a Senior Executive Support Specialist to manage complex calendars, coordinate high-stakes communications, and support C-level executives across multiple time zones. The ideal candidate will have over 3 years of experience in a fast-paced environment, exceptional communication skills, and a strong ability to maintain discretion and professionalism. This role offers the opportunity to work in a dynamic setting, ensuring efficient execution of executive tasks and effective communication with various stakeholders.

Formación

• 3+ years of experience supporting C-level executives in fast-paced environments.
• Exceptional written and verbal communication skills.
• Demonstrated ability to anticipate needs and solve problems quickly.

Responsabilidades

• Manage a dynamic, cross-time-zone calendar and prevent conflicts.
• Coordinate high-stakes communications and ensure timely follow-up.
• Plan domestic and international travel including logistics and itineraries.

Conocimientos

Complex calendar management

High-stakes communication

Problem-solving skills

Discretion and professionalism

Coordination across multiple businesses

Proficiency with CRM and finance tools

Educación

Bachelor's degree or equivalent experience

Herramientas

Productivity tools

Finance management software

Descripción del empleo

Senior Executive Support Specialist

We are seeking a highly organized and proactive professional to serve as an Executive Support Specialist for our organization.

About the Role

The successful candidate will be responsible for managing a complex calendar, coordinating high‑stakes communications, and ensuring seamless execution of executive tasks.

Key Responsibilities

• Calendar and Scheduling: Manage a dynamic, cross‑time‑zone calendar; prevent conflicts and sequence priorities.
  • Coordinate calls, meetings, meals, and events with clear briefs, objectives, locations/links, materials, and attendee confirmations.
  • Build buffer times, travel time, and preparation windows; maintain an executive 'run of show'.
  • Confirm attendees, locations/links, objectives, and outcomes.
• Communications and Follow‑through:
  • Serve as liaison to internal/external stakeholders; draft and triage emails/messages in the executive voice.
  • Capture decisions, action items, and deadlines; ensure timely follow‑up and closure.
  • Maintain professional, brand‑aligned communication loops that enhance relationships.
• Travel and Logistics:
  • Plan end‑to‑end domestic and international travel: flights, hotels, ground transport, dining, visas, and contingency plans.
  • Create detailed itineraries and digital packets; monitor changes and re‑accommodations.
• Finance and Operations Support:
  • Process bills, invoices, reimbursements, and expenses; liaise with accounting/finance and vendors.
  • Support light bookkeeping and documentation for audits and tax prep as needed.
• Multi‑Business and Project Coordination:
  • Coordinate across the executive's portfolio (investments, books, podcasts, speaking engagements, and other ventures).
  • Manage vendor/partner relationships, contracts, deliverables, and timelines.
  • Support content scheduling, outreach, and logistics for media, publishing, and events.
• Information and Knowledge Management:
  • Maintain organized files, contacts, and knowledge bases; ensure information is current, searchable, and secure.
  • Build Standard Operating Procedures (SOP) and checklists to streamline repeatable processes; propose improvements proactively.
• Confidentiality and Risk Management:
  • Handle sensitive information with absolute discretion; manage access, permissions, and privacy.
  • Anticipate risks (schedule bottlenecks, travel disruptions, reputational exposures) and propose mitigations.

Requirements

• 3+ years of experience supporting C‑level or high‑profile executives in fast‑paced environments.
• Demonstrated excellence in complex calendar operations, high‑stakes communications, and global travel.
• Exceptional written and verbal communication; ability to write clearly and concisely in an executive voice.
• Strong business judgment, discretion, and professionalism with VIP stakeholders.
• Demonstrated ability to anticipate needs, solve problems quickly, and operate with minimal guidance.
• High proficiency with productivity, CRM, finance, and automation tools; eager to learn and implement new systems.
• Experience coordinating across multiple businesses, media projects, and external partners.
• Bachelor's degree or equivalent experience preferred.

Benefits

• Availability for time‑sensitive requests; ability to support across time zones.
• Meticulous attention to detail, organization, and follow‑through; zero‑defect mindset.
• Ability to manage multiple priorities and deadlines while maintaining calm and clarity.
• Strong financial acumen for invoices, expenses, and vendor management.