Executive Assistant

Ovii's Interpretation of the Role

The Executive Assistant will act as gatekeeper, trusted operator and project coordinator for senior leaders, handling calendar, travel, communications and operational tasks remotely for a staffing‑recruiting client.

Role Snapshot

• Executive calendar & time‑zone management
• Travel & logistics coordination
• Executive communications & correspondence
• Project and operational support
• Confidential document handling
• Stakeholder liaison

Must-Have Requirements

• Google Workspace
• Microsoft Outlook / Office
• Complex calendar management across multiple time zones
• Travel coordination
• Executive written and verbal English communication
• supporting senior executives
• complex calendar management
• travel coordination
• executive communications

Nice-to-Have Signals

• Experience supporting executives in startups, agencies, professional services or high‑growth companies
• Familiarity with Slack, Zoom, Notion, Asana
• Supporting multiple executives simultaneously
• Exposure to operations or project coordination responsibilities
• startup environment
• agency experience
• professional services
• high‑growth companies
• supporting multiple executives

Work Setup

• Location: Mexico
• Work mode: REMOTE
• Remote scope: COUNTRY_RESTRICTED
• Remote countries: Mexico
• Timezone: U.S. client business hours (flexibility required)
• Travel: Domestic and international travel coordination
• Employment type: Full-Time
• Shift: U.S. client business hours

Eligibility Gates

• Visa sponsorship: no
• Background check: background verification

Application Requirements

• Assessment mentioned

Not Specified in JD

• Visa sponsorship
• Salary range
• Relocation
• Security clearance
• Coding test
• Portfolio
• GitHub
• Writing sample
• Cover letter

What You'll Likely Work On

• Maintain and optimize complex executive calendars across multiple time zones
• Coordinate internal meetings, client calls, events and travel itineraries
• Draft, proofread and send professional emails, memos and meeting materials
• Act as liaison between executives, clients, vendors and internal teams
• Prepare agendas, briefing notes and capture meeting action items
• Process expense reports and ensure accurate reimbursements
• Track executive priorities, projects and follow‑ups, preparing summaries and presentations
• Maintain organized digital filing systems and handle confidential information

Good Fit If You Have

• Thrives in fast‑paced, high‑pressure environments
• Proactive, anticipates needs before issues arise
• Polished, dependable and highly organized