Job Description: Executive Assistant

Location: Guadalajara, Jalisco

Wexpand History: At Wexpand, we connect talent with opportunities. We help foreign companies build high-performance teams in Mexico with a modern and human approach. We believe in talent, technology, and ideas that connect people. We're looking for someone who shares those values and can translate them into compelling designs.

About the role: We are seeking an exceptional, highly experienced Executive Assistant to serve as a strategic partner to a senior executive overseeing a workforce of 850+ employees across five major departments. This role is far more than administrative support it is a trusted extension of executive leadership, operating as a connective force between senior leaders and driving coordination, communication, and execution at the highest levels of the organization.

The idóneo candidate brings advanced expertise in executive support, thrives in complex environments, anticipates needs before they arise, and operates with sound judgment, discretion, and precision. This individual will also take ownership of a defined portfolio of legal claims case management and contribute to special projects and research initiatives.

Key Responsibilities:

Executive Partnership & Strategic Support

- Serve as a trusted advisor and operational partner to the executive, helping manage priorities, information flow, and decision-making readiness.
- Act as a liaison between the executive and five senior department leaders, ensuring alignment, accountability, and follow-through.
- Prepare briefings, summaries, and materials to support executive meetings and decisions.
- Anticipate needs, identify gaps, and proactively solve problems before they escalate.

Calendar & Time Optimization

- Own complex calendar management across multiple senior leaders and competing priorities.
- Strategically coordinate internal and external meetings, ensuring optimal use of executive time.
- Plan and sequence meetings to maximize productivity, preparation, and outcomes.
- Navigate shifting priorities with agility and sound judgment.





Advanced Email & Communication Management

- Manage high-volume, high-stakes email communications with professionalism and discretion.
- Draft, prioritize, and respond on behalf of the executive as appropriate.
- Ensure timely follow-up and clear communication across stakeholders.
- Maintain systems to track commitments, action items, and deadlines.

Chief of Staff–Aligned Functions

- Drive coordination across departments on key initiatives and cross-functional priorities.
- Track progress on strategic goals and ensure accountability among senior leaders
- Support leadership meetings, including agenda development, note-taking, and follow-up.
- Serve as a central hub for communication, ensuring clarity and alignment.

Research & Special Projects

- Conduct research, synthesize findings, and present actionable insights.
- Support planning and execution of organizational initiatives and projects.
- Develop reports, presentations, and materials for internal and external use.

Organizational Systems, File Architecture & Workflow Optimization

- Design, implement, and continuously improve organizational file systems across departments to ensure clarity, accessibility, and consistency.
- Partner with department leaders to streamline workflows, improve documentation practices, and reduce inefficiencies.
- Establish and maintain standardized structures for file management, naming conventions, and information storage.
- Create systems to track priorities, projects, and deliverables across departments.
- Ensure critical information is easily retrievable and organized to support executive decision-making.
- Identify gaps in current processes and proactively implement scalable solutions.

Legal Claims Case Management (Part-Time Portfolio)





- Manage a portfolio of legal claims or incident-related cases with accuracy and confidentiality.
- Track case status, documentation, and deadlines.
- Coordinate with internal stakeholders and external partners as needed.
- Maintain organized, audit-ready records and ensure timely follow-through.

Qualifications:

- Advanced English.
- 7–10+ years of experience supporting senior executives (C-suite or equivalent) in complex organizations.
- Demonstrated success managing competing priorities in high-demand environments.
- Experience functioning in a Chief of Staff–like or strategic coordination capacity strongly preferred.
- Experience with legal, compliance, or claims-related work is a plus.

Soft Skills:

- Executive Presence & Judgment: Exercises discretion, professionalism, and sound decision-making.
- Organizational Mastery: Exceptional ability to manage time, priorities, and complex workflows.
- Communication Excellence: Strong written and verbal communication skills; able to represent the executive voice.
- Proactive Problem Solving: Anticipates needs and resolves issues independently
- Relationship Management: Builds trust and credibility with senior leaders and stakeholders.
- Attention to Detail: Maintains accuracy across all workstreams, especially in legal/claims tracking.

Technical Skills:

- Advanced proficiency in Microsoft Office / Google Workspace
- Expertise in calendar and email management tools
- Experience with project management or tracking systems preferred

Schedule:

- Monday to Friday, onsite from 8:30am to 5:30pm
- Saturday, on occasion, not always, and from home.
- 32k

Sueldo: $32,000.00 al mes

Beneficios:

- Bebidas gratis
- Descuentos y precios preferenciales
- Estacionamiento gratuito

Pregunta(s) de postulación:

- Do you have experience designing or automating AI workflows? If so, what tools or platforms have you used (e.g., workflow automation platforms, AI agents, or API integrations)?

Idioma:

- Inglés (Obligatorio)

Lugar de trabajo: Empleo presencial

📌 Executive Assistant (México)
🏢 Wexpand
📍 México