Executive Assistant / Workplace Experience Coordinator

Smartly
Mexico City
Workplace: HybridFull timeFunction: Administration & Executive AssistanceSkills: ["Discretion","Organization","Attention to detail","Problem-solving","Relationship-building","Judgment","Professionalism"]

Support 2–3 members of the executive leadership team by managing complex calendars, travel, and meeting coordination with discretion. Anticipate priorities, resolve scheduling conflicts, and help leaders use their time effectively. Coordinate leadership meetings, offsites, board-related meetings, and company events, while owning the day-to-day experience of the Mexico City office—working with facilities, vendors, catering, supplies, and visitors to create a welcoming, well-organized workplace.

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Smartly
Smartly
6 days ago

Executive Assistant / Workplace Experience Coordinator

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Job Summary

Support 2–3 members of the executive leadership team by managing complex calendars, travel, and meeting coordination with discretion. Anticipate priorities, resolve scheduling conflicts, and help leaders use their time effectively. Coordinate leadership meetings, offsites, board-related meetings, and company events, while owning the day-to-day experience of the Mexico City office—working with facilities, vendors, catering, supplies, and visitors to create a welcoming, well-organized workplace.
Location: Mexico City
Workplace: Hybrid
Employment Type: Full time
Job Function: Administration & Executive Assistance

Key Responsibilities

  • •Support 2–3 executives by managing complex calendars, travel, and day-to-day coordination with discretion and attention to detail.
  • •Anticipate executive needs by identifying scheduling conflicts, preparing for upcoming commitments, and helping leaders use their time effectively.
  • •Coordinate leadership meetings and events, including agendas, materials, action items, leadership offsites, board-related meetings, and company events.
  • •Own the day-to-day experience of the Mexico City office by coordinating facilities, vendors, supplies, catering, visitors, and other operational needs.
  • •Create a welcoming, well-organized workplace and handle sensitive information with professionalism when working with executives, employees, and external partners.

Pay and Benefits

Equity and Bonus:Equity
Perks:Health InsurancePaid LeaveParental LeaveEquity

Key Requirements

  • •Strong experience providing administrative or executive support to senior leaders, including managing complex calendars, travel, meetings, and competing priorities.
  • •Professional fluency in English and Spanish, with clear written and verbal communication skills in both languages.
  • •Excellent organization and attention to detail, with the ability to anticipate needs, follow through reliably, and adjust when priorities change.
  • •Proactive problem-solving with good judgment for what needs immediate attention versus what can be handled independently.
  • •Experience handling confidential or sensitive information with professionalism and discretion.
Skills:DiscretionOrganizationAttention to detailProblem-solvingRelationship-buildingJudgmentProfessionalism
Languages:EnglishSpanish

Company Brief

Smartly
Provides a cloud-based advertising automation platform that helps brands and agencies create, manage, and optimize scalable social and digital ad campaigns across channels with creative and measurement tools.
Industry: SaaS
Company Size: Enterprise (1,001+ employees)
Growth: Scaleup
Headquarters: Helsinki, Finland
Founded: 2013
WebsiteLinkedIn