Executive Assistant - Bilingual

The Role

We are not looking for a traditional assistant.

We are looking for someone who makes executives faster, clearer, and more effective.

You will support the CEO and COO of a growing U.S. construction company operating across the United States with a team in Mexico City. This role sits at the operational center of the business — not just managing schedules, but organizing priorities, improving workflows, and ensuring initiatives move forward.

You will help leadership stay focused on the highest-value work by creating structure, monitoring follow-through, and removing friction from daily operations.

You’ll also help modernize how we work by leveraging technology and AI tools to streamline repetitive processes while maintaining quality oversight.

If you prefer predictable task lists and constant direction, this role will feel stressful.
If you enjoy figuring things out, creating clarity, and improving how a business runs, you’ll thrive.

Location: Roma Norte, Mexico City 

Who You Are

• You think in systems and workflows, not just tasks

• You anticipate needs instead of waiting for direction

• You are comfortable making judgment calls

• You communicate clearly and directly

• You enjoy improving how teams operate

• You’re naturally curious about technology and automation

• You stay calm when priorities shift

• You care about outcomes more than activity

What You’ll Do

Executive Operations & Time Management

• Manage CEO and COO calendars with prioritization judgment (not just availability)

• Protect focus time and ensure leaders work on high-impact items

• Prepare leaders for meetings with context, materials, and clear objectives

• Draft communications and coordinate follow-ups

Operations Project Coordination (Internal PM Support)

Act as an operational project manager across leadership initiatives:

• Monitor key deliverables, deadlines, and action items across teams

• Track progress on leadership priorities and surface risks early

• Coordinate cross-department communication to keep initiatives moving

• Ensure decisions translate into execution

• Organize project information so leadership can quickly assess status

AI & Workflow Improvement

• Identify repetitive administrative work and streamline it using AI tools

• Implement and maintain practical workflows that improve efficiency

• Review automated outputs for accuracy and quality

• Help leadership adopt tools that make the business run smoother

IT & Systems Oversight

• Serve as the internal coordinator with our third-party IT provider

• Manage user access, hardware setup, and onboarding logistics

• Help maintain system organization across platforms

Document & Information Management

• Maintain structured SharePoint and digital filing systems

• Ensure information is accessible, organized, and version-controlled

• Standardize documents and improve usability across teams

Office & Vendor Operations

• Coordinate vendors, office needs, and operational logistics

• Support both physical office and remote team functionality

• Anticipate operational needs before they disrupt work

Culture & Team Support

• Support internal initiatives that reinforce communication and collaboration

• Assist with coordination of internal meetings and team moments

• Help leadership maintain alignment across a distributed team

What This Role Is NOT

• Not an HR position

• Not purely administrative

• Not reactive task execution

• This is an operations support role that enables leadership effectiveness.

Requirements

• 4+ years supporting senior leaders, operations, project coordination, or similar roles

• Strong English communication (C1–C2)

• Advanced proficiency in Microsoft 365 (Outlook, Excel, SharePoint)

• Comfort learning and using AI productivity tools (ChatGPT, Copilot, Notion AI, etc.)

• Ability to manage multiple priorities independently

• Strong judgment and decision-making ability

• In-person role in Roma Norte

Success in This Role Looks Like

• Leadership stays focused on strategic work

• Priorities are organized and moving forward

• Fewer things fall through the cracks

• Processes become clearer over time

• The business runs smoother because you’re in it

Our Values

Own It. Be the Problem Solver. Choose Hospitality. Build Best in Class