Smartly - Executive Assistant (Mexico)

About the Role

• We're looking for an Executive Assistant and Workplace Experience Coordinator to support members of Smartly's Executive Leadership Team while owning the day-to-day workplace experience in our Ciudad de México, México office. You'll combine proactive, high-trust executive support with hands-on office coordination — helping leaders use their time effectively while creating an organized, welcoming environment where the local team can do their best work.
• This is a híbrido role with an expectation of three days per week in the office, with a 9:00 a.m. start to align with executive schedules and the daily rhythm of the workplace.

About You

• You have strong experience providing administrative or executive support to senior leaders, including managing complex calendars, travel, competing priorities, and sensitive information with discretion.
• You anticipate needs before they're expressed — you think several steps ahead and act on what you see coming, not just what's already urgent.
• You're professionally fluent in both English and Spanish, written and verbal, and you communicate clearly across functions, time zones, and levels of seniority.
• You bring a service-oriented mindset to both executive support and workplace operations — the details matter to you because they matter to the people you support.
• You exercise sound judgment independently and know when to escalate and when to handle something yourself.

What You'll Be Doing

• Support 2–3 members of the Executive Leadership Team, managing complex calendars, travel logistics, meetings, and day-to-day coordination with discretion and precision.
• Anticipate executive needs and priorities, identifying scheduling conflicts early, preparing materials 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 the Mexico City office, coordinating facilities, vendors, supplies, catering, visitors, and other operational needs.
• Create a welcoming, well-organized workplace environment for employees, candidates, partners, and visitors.
• Plan local office events and employee experiences that create opportunities for connection and collaboration, partnering with the global Workplace Experience team as needed.
• Handle sensitive information with professionalism and discretion at all times.

What We're Looking For

• A highly organized, proactive operator who follows through reliably and adjusts gracefully when priorities shift.
• Strong interpersonal skills and confidence working with senior executives and cross-functional stakeholders across multiple locations and time zones.
• A hands-on, practical problem-solver who determines what needs immediate attention and handles it without being asked twice.
• Genuine care for the employee and visitor experience — you take pride in the environment you help create.

Technical Requirements

Must-Haves

• Proven experience providing administrative or executive support to senior leaders, including complex calendar management, travel coordination, and competing priorities.
• Professional fluency in English and Spanish, written and verbal.
• Strong organizational skills and attention to detail, with a track record of reliable follow-through.
• Experience handling confidential and sensitive information with discretion and sound judgment.
• Ability to work from the Mexico City office three days per week with a 9:00 a.m. start.

Nice-to-Haves

• Experience coordinating office operations, facilities, or workplace experience programs.
• Familiarity with executive scheduling tools and project management platforms.
• Experience planning internal events or employee experience initiatives.
• Prior exposure to fast-paced, multinational or distributed team environments.