Sr Specialist, Executive Assistant (Guadalajara)

Calendar Management

• Coordinate and manage the executive(s) schedule, ensuring alignment with strategic priorities and key business objectives.
• Independently prioritize meetings and engagements based on urgency and impact, demonstrating strong decision-making skills.

Communication

• Serve as the primary point of contact for internal and external communications on behalf of the executive(s), maintaining a professional and strategic approach.
• Deliver high-quality written, verbal, and visual communications within the executive’s team and cross-functionally, ensuring clarity and alignment with business goals.

Meeting Coordination

• Collaborate with stakeholders, executives, and other executive assistants to ensure alignment on meeting scheduling with precision and exceptional customer service.
• Capture and document meeting outcomes, supporting knowledge management and ensuring continuity across projects.
• Facilitate open and expansive dialogue within meetings by leading with curiosity and encouraging constructive discussions.

Administrative Tasks

• Handle day-to-day administrative tasks such as expense reports, travel management, team member recognition, and technology support.
• Identify opportunities to improve administrative processes, providing insight and participating in discussions to enhance efficiency.

Project Support

• Assist with special projects and initiatives as directed by the executive(s), systematically breaking down complex tasks and evaluating alternative solutions to solve problems.
• Recognize when expectations are missed and proactively take action to achieve results.

Travel Management

• Oversee comprehensive travel management, including planning and coordinating itineraries, booking accommodations and transportation, and ensuring seamless travel experiences both domestically and internationally.
• Align travel planning with business objectives while ensuring a balance between cost-effectiveness and productivity.

Relationship Management

• Build and maintain strong relationships with key stakeholders, both within and outside the organization, including but not limited to Chief of Staff(s), team leadership, and other executive assistants.
• Develop authentic connections with Slalom team members inside and outside of the functional group to foster collaboration and knowledge-sharing.

Event Planning

• Plan and coordinate events, both on-site and off-site, including all logistics, catering, communications, guest lists, and meeting objectives.
• Ensure events align with strategic priorities and foster an environment of collaboration and engagement.

Back-up Support

• Serve as a backup executive assistant to other executive(s) when their executive assistants are out on PTO or leave, ensuring continuity of operations.
• Enable healthy group dynamics by celebrating team wins and stepping in when additional support is needed.

General EA Team Collaboration

• Report into the Global Executive Assistant team, collaborating and working closely with other executive assistants to drive consistency and operational excellence.
• Participate in regularly occurring Global Executive Assistant team meetings and processes, actively contributing insights to improve ways of working.

Qualifications

• Experience : Minimum of 3-5 years of experience as an executive assistant or in a similar role, preferably supporting senior executives.
• Education : Bachelor’s degree in Business Administration, Communications, or a related field is preferred.

Skills

• Track record of impeccable organizational and time management skills, demonstrating the ability to independently prioritize essential tasks based on the team’s needs.
• Demonstrates strong initiative by proactively identifying and addressing potential roadblocks, viewing them as opportunities for innovation and growth.
• Excellent written and verbal communication skills, with the ability to effectively communicate across multiple topics and settings.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Copilot) and ability to adapt to new technology tools.
• Ability to work independently and as part of a team, balancing self-confidence with humility.
• High level of discretion and confidentiality, with a proactive approach to maintaining trust and integrity.
• Strong problem-solving skills and attention to detail, with the ability to anticipate issues and implement repeatable solutions for recurring challenges.
• Approaches feedback with openness and curiosity, maintaining a growth mindset and demonstrating continuous learning.