We are looking for an Executive Assistant & Workplace Experience Coordinator to support members of Smartly’s Executive Leadership Team while owning the day-to-day workplace experience in our Mexico City office. You will combine thoughtful, proactive executive support with hands-on office coordination, helping our leaders use their time effectively while creating an organized and welcoming environment where our local team can do their best work.
This is a hybrid role based in Mexico City, with an expectation of working from the office three days per week.
- Support 2–3 members of our Executive Leadership Team, managing complex calendars, travel, meetings, and day-to-day coordination with discretion and attention to detail.
- Anticipate executive needs and priorities, identifying scheduling conflicts, preparing for upcoming commitments, and helping leaders make effective use of their time.
- Coordinate leadership meetings and events, including agendas, materials, action items, leadership offsites, board-related meetings, and company events.
- Build strong relationships across Smartly, working with stakeholders across functions, locations, and time zones to keep communication and coordination moving smoothly.
- Own the day-to-day experience of our Mexico City office, coordinating facilities, vendors, supplies, catering, visitors, and other operational needs.
- Create a welcoming and well-organized workplace, ensuring employees, candidates, partners, and visitors have a consistent and positive experience in the office.
- Plan local office events and employee experiences that create opportunities for connection and collaboration, partnering with our global Workplace Experience team where appropriate.
- Handle sensitive information with discretion, applying sound judgment and professionalism in your work with executives, employees, and external partners.
- Strong experience providing administrative or executive support to senior leaders, including managing complex calendars, travel, meetings, and competing priorities.
- Professional fluency in both 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.
- A proactive and practical approach to problem-solving, with the judgment to determine what needs immediate attention and what can be handled independently.
- Experience handling confidential or sensitive information with professionalism and discretion.
- Strong relationship-building skills and confidence working with stakeholders at different levels and across multiple locations and time zones.
- A hands-on, service-oriented approach to workplace operations and creating a positive employee and visitor experience.
- Ability to work from our Mexico City office three days per week, with a 9:00 a.m. start to support executive schedules and the daily rhythm of the workplace.
At Smartly, we offer a place where you can advance your career. Here, you'll find:
An Inclusive Global Culture: Join a team of over 750 Smartlies, representing more than 60 nationalities across 24 locations in 13 countries. We cultivate a culture built on trust, transparency, and open feedback, where diverse perspectives are valued and encouraged.
Global Impact: Contribute to a company making a global impact, directly influencing our customers' success and business growth.
Focus on Wellbeing: We prioritize your health with healthcare packages, mental health services, and a commitment to work-life balance through paid holidays and family leave.
Comprehensive Rewards: Benefit from equity options, performance-based rewards, competitive compensation, and career development opportunities.
Flexible Hybrid Workplace: Experience a hybrid work model, balancing office collaboration with remote work, and the option to work abroad for up to 30 days annually.
Apply Now and Build Your Future with Smartly!
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