Executive Assistant (C-Level) at Collective… · Mexico…

Executive Assistant (C-Level)

About the Role

The Executive Assistant is the right hand to a C-level executive. You will manage an evolving calendar, coordinate travel, and support day-to-day priorities across multiple companies.

The role goes beyond traditional executive support. You will drive projects to completion, prepare presentations and briefing materials, and communicate with internal and external stakeholders on the executive’s behalf. You will also support the broader corporate team and act as a connector across functions and portfolio companies.

This position is fully remote. It requires availability during Eastern Time business hours and travel to the U.S. up to two times per year.

What You’ll Do

Executive & Administrative Support

• Manage a complex, evolving calendar of internal and external meetings, calls, and events across multiple time zones.
• Plan and run leadership meetings, board sessions, offsites, and team events end to end. This includes venue and vendor sourcing, budget tracking, agendas, attendee logistics, materials, and post-event follow-up.
• Coordinate travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
• Anticipate the executive’s needs and resolve issues before they come up.
• Provide day-to-day administrative support, including email management, document preparation, and follow-ups.

Project Management & Strategic Support

• Own and drive cross-functional projects from kickoff through completion, tracking timelines, owners, and deliverables.
• Prepare agendas, briefing documents, and pre-reads so the executive is ready for every meeting.
• Build and edit presentations, reports, and other materials for the leadership team.

Team Support

• Support the executive’s direct reports and the broader corporate team with scheduling, coordination, and project needs.
• Act as a connector across corporate functions and portfolio companies so information and work move quickly.

Confidentiality & Stakeholder Communication

• Maintain strict confidentiality when handling sensitive company and personal information.
• Serve as a primary point of contact between the executive and internal and external stakeholders, communicating clearly and professionally on the executive’s behalf.
• Move between companies and business priorities as demands shift.

Availability, Systems & Technology

• Be available outside standard business hours when travel or other high-priority matters require urgent support.
• Administer and maintain team tools such as Asana, including project setup, templates, and workflows.
• Use technology and AI tools, including Claude, to improve efficiency and streamline workflows.
• Document recurring processes and help onboard new team members to tools and ways of working.

Requirements

• College degree or equivalent.
• 8+ years of experience as an Executive Assistant supporting C-level executives in a fast-paced environment.
• Demonstrated experience managing projects and coordinating across multiple teams or stakeholders.
• Excellent written and verbal communication skills in English.
• Proven ability to manage complex schedules, travel, and events with precision.
• Proactive and detail-oriented, with strong organizational and problem-solving skills.
• Advanced proficiency in PowerPoint, Word, and Excel. Experience with Asana or a similar project management tool is preferred.
• Tech-savvy and comfortable adopting new systems, tools, and AI solutions such as Claude.
• Strong discretion and judgment with sensitive information.
• Ability to work Eastern Time hours consistently, with flexibility for urgent needs outside standard business hours and travel to the U.S. up to two times per year.
• Comfortable working across multiple companies and priorities, and able to handle ambiguity and change.

What Success Looks Like

• You thrive in a fast-paced, high-volume environment.
• You manage multiple priorities at once without losing track of details.
• You enjoy owning projects and seeing them through to completion.
• You enjoy collaborating with the broader organization on a variety of projects.
• You are a team player who takes initiative to help the whole team succeed.
• You bring sound judgment, common sense, and a practical, solutions-oriented approach.

Benefits

• Remote work
• Competitive Salary