Team Assistant

Swiss Re; Xico; Híbrido; MXN 538,000 - 809,000; Jornada completa

Descripción de la vacante

A global insurance company is seeking a Team Assistant to provide administrative support to their Public Sector Solutions leadership team. Key responsibilities include managing calendars, coordinating travel arrangements, processing expenses, and assisting with global event logistics. The ideal candidate thrives in fast-paced environments, is detail-oriented, and fluent in English and Spanish. This role follows a hybrid work model where in-office work is expected at least three days per week.

Formación

• Experience in an assistant or team support role, preferably in a fast-paced environment.
• Proven track record in coordinating travel and managing calendars.
• Experience processing expenses and invoices with attention to accuracy.

Responsabilidades

• Provide professional administrative support to PSS leaders.
• Handle travel arrangements for PSS leaders according to company policies.
• Process expense claims and manage invoices.

Conocimientos

Professional administrative support

Coordination

Problem-solving

Communication skills

Fluency in English and Spanish

Herramientas

MS Office Suite

Microsoft Teams

Descripción del empleo

Location : Mexico City, MX

About the Role

As Team Assistant, you'll provide crucial administrative support to our Public Sector Solutions leadership team, creating order from complexity and enabling seamless operations across multiple time zones and priorities. You'll be the go-to person for coordination, problem-solving, and ensuring our team functions at peak efficiency.

Key Responsibilities

• Provide professional administrative support to PSS leaders, managing calendars, scheduling meetings, booking rooms, arranging catering, and setting up MS Teams.
• Handle travel arrangements for PSS leaders according to company policies, including bookings, visas, itineraries, and briefing materials.
• Process expense claims and manage invoices with meticulous attention to detail.
• Lead global coordination for the PSS team's participation in World Bank Spring & Fall events, managing logistics, invitations, registrations, and on-site arrangements.
• Oversee operational onboarding for all new PSS joiners globally, coordinating access rights, distribution list inclusion, and internal tool setup.
• Manage global training logistics for the entire PSS team.
• Build and maintain strong relationships with assistants of internal stakeholders, external partners, clients, and brokers.
• Anticipate needs and proactively respond to executive requests in a timely manner.
• Prioritize competing demands and follow through to successful completion.

About the Team

Our Public Sector Solutions (PSS) team focuses on serving public sector institutions with non-standard buying behaviors and unique needs driven by political or budgetary considerations. We work with governments at all levels, state-backed risk pools, export credit agencies, international organizations like the World Bank and UN, and NGOs. As a global team with market units across the United States, Mexico & Latin America, UK & Ireland, ANZ & China, Switzerland, Canada, and Germany, you'll be part of a collaborative pool of assistants supporting the PSS team with flexibility to deliver results and balance capacity. You'll work closely with the Executive Office Manager for Public Sector Solutions to provide comprehensive support.

About You

You thrive in fast-paced environments where no two days are the same. You're exceptionally organized with a keen eye for detail and take pride in anticipating needs before they arise. You're comfortable interacting with executives and government officials while maintaining discretion and professionalism at all times. Your communication skills are excellent, and you approach challenges with a solution-oriented mindset.

We are looking for candidates who meet these requirements:

• Experience in an assistant or team support role, preferably in a fast-paced, international environment
• Solid knowledge of MS Office, including Outlook, Microsoft Teams, Word and Excel with willingness to use AI tools
• Proven track record in coordinating travel, managing calendars, and supporting meetings and events
• Experience processing expenses and invoices with attention to accuracy and compliance
• Fluency in English and Spanish (written and verbal)

These are additional nice to haves:

• Experience working with government officials or in public sector environments
• Additional language skills beyond English and Spanish
• Experience with global team coordination across multiple time zones
• Knowledge of travel and expense management systems
• Background in event planning or conference coordination

Our company has a hybrid work model where the expectation is that you will be in the office at least three days per week.