Administrative Assistant

Are you ready to unlock intelligence? If you don’t think you meet all of the criteria below but are still interested in the job, please apply. Nobody checks every box - we’re looking for candidates that are particularly strong in a few areas, and have some interest and capabilities in others. Location : Guadalajara, Mexico About the Role We are hiring our first Administrative Assistant dedicated to supporting North America Sales leadership. This role is foundational — it is the first of what will eventually be a team of four Administrative Assistants supporting Vice Presidents across the organization. The successful candidate will play a critical part in enabling senior North American Sales leaders to operate at maximum effectiveness by owning the day-to-day administrative infrastructure that keeps them organized, on schedule, and focused on strategic priorities. This is not a content or strategy role. The Administrative Assistant is responsible for operational and logistical excellence — calendar ownership, seamless travel, accurate expenses, and flawlessly coordinated meetings and events. KEY RESPONSIBILITIES CALENDAR & SCHEDULE MANAGEMENT • Own and manage complex, multi-time-zone calendars for North American Sales leaders • Proactively anticipate scheduling conflicts and resolve them with minimal disruption • Prioritize meeting requests in alignment with leadership priorities and rhythms • Coordinate across internal and external stakeholders to schedule meetings efficiently TRAVEL COORDINATION • Arrange end-to-end domestic and international travel including flights, hotels, ground transportation, and visas • Build detailed itineraries and travel briefs that minimize friction for leaders on the road • Monitor travel disruptions and proactively adjust arrangements as needed • Ensure compliance with company travel policies EXPENSE REPORTING • Prepare, submit, and track expense reports on behalf of supported leaders • Ensure timely submission and policy compliance • Serve as the point of contact for expense-related follow-ups and reconciliations GENERAL ADMINISTRATIVE SUPPORT • Serve as a primary point of contact and liaison on behalf of North American Sales leaders for routine administrative matters • Handle correspondence, document routing, and information requests with professionalism and discretion • Maintain organized filing systems (digital and physical) for key documents and records • Support onboarding logistics for new team members joining North American Sales • Identify opportunities to improve administrative processes and bring forward solutions proactively SCOPE CLARIFICATION This role is designed to free senior leaders from operational and administrative tasks — not to serve as a content owner, strategist, or business analyst. The following are explicitly outside the scope of this role: • QBR and Town Hall content, strategy, narrative, or metrics ownership (these remain with North America Sales leadership) • Business analysis, sales reporting, or data interpretation • People management or HR responsibilities • Budget ownership or financial decision-making QUALIFICATIONS REQUIRED • 3+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting senior business leaders • Demonstrated ability to manage complex, multi-time-zone calendars with a high degree of accuracy and prioritization • Experience coordinating international travel and building detailed travel itineraries • Proficiency with expense management tools and processes • Excellent written and verbal communication skills in English; professional fluency required • Strong organizational skills with the ability to manage multiple priorities simultaneously without dropping details • High degree of discretion and sound judgment when handling sensitive or confidential information • Proficiency with productivity and collaboration tools (e.g., Google Workspace or Microsoft 365, Slack, Zoom, Concur or similar expense platf…