Executive Assistant with PM skills

This time, we're hiring for ourselves - and it's a great opportunity to join a dynamic, fast-growing team with global ambitions!

We are a German-based company specializing in tailored hiring solutions, strategic advisory, and MVP development to help companies build scalable, high-performing teams. From short-term project support to long-term hires, we pride ourselves on finding the perfect match for every company's culture and technical needs.

Now, we are on the lookout for a highly organized and proactive Executive Assistant, with project management skills to support our CEO and COO. This isn't your average assistant role for someone who thrives on juggling calendars, managing complex projects, and delivering flawlessly executed events.

What Makes This Role Exciting?

As our Executive Assistant, you'll not only manage the day-to-day organization of calendars, inboxes, travels, and meetings but also play a key role in planning and coordinating international events and traveling abroad to bring them to life! You'll work closely with internal and external stakeholders, gaining exposure to global networks and high-impact projects.

This role is perfect for someone who:

• Has a knack for planning and executing unforgettable events.
• Excels at organizing and coordinating complex schedules, ensuring every detail is accounted for.
• Loves the idea of jet-setting to exciting destinations as part of their job!
• Is eager to take on diverse projects that blend administrative expertise with project management.



Key Responsibilities:

Calendar & Inbox Management

• Stay on top of the email inboxes of the COO, coordinating calls with and requests from clients, as well as team members. Reply to emails that don't need the COO's attention.

Travel Planning

• Book hotels and flights for team members according to our travel policy.
• Chase down folios, invoices, and receipts from hotels and airlines.
• Foresee and plan details such as late check-out options, airport transfer options, sightseeing possibilities, and more.

Event Planning

• Organize conference attendances and sponsorships by working with the conference teams to make sure everything is prepared, such as: speaking decks, marketing collateral, travel, and more.
• Collaborate closely with internal team members and external stakeholders, own and oversee the process by creating and using detailed and reusable checklists.
• Possibly attend US-based events and also take over the on-site organization of the events.

Project & Process Management

• Plan and coordinate ad-hoc projects with internal and external stakeholders.
• Organize external and internal people for interviews, recordings, webinars, and other projects of any kind.
• Write SOPs & checklists for various processes.

HR & Retreats

• Follow onboarding processes for new internal team members, and set up their tools.
• Keep track of birthdays and other special occasions and make those days memorable for the team.
• Plan and organize the annual offsite team retreat.

Skills & Qualifications:

- Required:

• 3+ years of experience managing travel and events as part of your job.
• Experience using project management tools such as Clickup, Notion, Monday, or Asana.
• Proven experience diligently managing projects and todos.
• Straightforward, kind, and empathetic written and verbal communication.
• High attention to detail.
• Ownership and self-management.
• Fluent in written and spoken English.

- Preferred:

• Previous experience as an executive assistant.
• Experience working with cross-functional teams (e.g. sales, partnerships, recruitment).
• Experience with conferences and especially conference sponsorships, organization of booths, etc.
• Experience writing SOPs and checklists can provide examples.
• Experience with ChatGPT.
• Visa to enter the US (e.g. B-1).
• Located in or close to Mexico City, Mexico, or another city with easy air access to the US.
• Willingness to travel 1-10 times per year.

What makes this role exciting:

• Fully Remote and Collaborative Culture: Work from the comfort of your home while staying connected with a passionate, international team and respectful environment that values your input and creativity.
• Competitive Salary: Receive a competitive monthly salary (including all income taxes) tailored to your skills and experience, especially in project and events management.
• Exciting Opportunities: Collaborate with inspiring founders and innovative businesses, expanding your professional network.
• Travel Adventures: Enjoy the chance to travel and meet amazing people as part of your role.
• Well help you with your US visa process to unlock international experiences.