About ShiftBalance

ShiftBalance is an international consulting and training organisation working with UN agencies, international organisations, NGOs, INGOs and other partners around the world. Our work spans leadership and management development, organisational transformation, inclusion, facilitation, coaching, learning and development, and related advisory services.

As we continue to expand our work and partnerships across the Americas, we are looking for an exceptionally organised, resourceful and proactive Executive Assistant to support our leadership team and contribute to our outreach and business development activities.

The Role

This is a fast-paced and highly varied role for someone who combines excellent executive assistance skills with strong research, communication and business development capabilities.

A significant part of the role will involve detailed research and outreach: identifying the right organisations and decision-makers, finding and verifying contact information, maintaining accurate databases, supporting targeted outreach campaigns and ensuring consistent follow-up.

The successful candidate will also support scheduling, meeting preparation, CRM management, proposal development and Spanish-language materials.

We are looking for someone who is meticulous, extremely organised and comfortable working independently. You should enjoy researching until you find the right information, keeping complex information structured and ensuring that no detail or follow-up is missed.

Key Responsibilities

Research, Outreach & Business Development

● Conduct extensive and detailed research to identify potential clients, partners and relevant decision-makers.

● Research contacts within UN agencies, NGOs, INGOs, international organisations, foundations, development institutions, companies and other relevant organisations.

● Identify and verify names, positions, email addresses, LinkedIn profiles and other relevant contact information.

● Build, clean, organise and continuously update large contact databases and outreach lists.

● Segment contacts according to geography, organisation, role, sector and business development priorities.

● Draft personalised outreach messages and emails in English and Spanish.

● Send approved outreach communications and manage systematic follow-up.

● Track responses, conversations, opportunities and next steps.

● Ensure promising contacts and opportunities do not fall through the cracks.

Executive & Administrative Support

● Manage calendars and coordinate meetings across multiple countries and time zones.

● Schedule calls with clients, partners, consultants and prospective organisations.

● Prepare agendas, briefing notes and background research ahead of meetings.

● Attend selected meetings and prepare clear, concise notes, summaries and action points.

● Follow up on agreed actions and deadlines.

● Maintain organised records, folders, trackers and documentation.

● Support the leadership team with day-to-day coordination and administrative priorities.

● Assist our CEO with booking flight tickets, planning trips and answering e-mails.

CRM, Excel & Data Management

● Maintain accurate and up-to-date information in ShiftBalance's CRM and business development trackers.





● Work extensively with Excel and Google Sheets, including large contact lists and databases.

● Clean, structure, categorise, deduplicate and validate data.

● Track outreach activity, follow-ups, opportunities and relationship status.

● Produce simple reports and summaries from CRM and spreadsheet data.

● Maintain extremely high standards of accuracy and data quality.

Proposals & Opportunity Support

● Review Terms of Reference (ToRs), Requests for Proposals (RFPs), tenders and other opportunities, particularly those relating to Latin America and Spanish-speaking markets.

● Extract and summarise key information, including scope, eligibility requirements, deliverables, deadlines and submission requirements.

● Support the preparation of proposals, expressions of interest and other business development materials.

● Assist with drafting and adapting proposal sections in Spanish and English.

● Research background information required for proposals and applications.

● Help prepare supporting documentation and ensure submissions are complete and well organised.

Spanish-Language Support

● Draft and review professional emails, outreach messages, proposals and other materials in Spanish.

● Adapt existing ShiftBalance materials for Spanish-speaking audiences.

● Support communication with Spanish-speaking clients, partners and consultants.

● Ensure Spanish-language communications are professional, natural and appropriate for different Latin American contexts.

AI & Digital Tools

● Use AI tools effectively for research, drafting, summarising, data organisation and productivity, while carefully reviewing and verifying outputs.

● Identify opportunities to use AI and automation to make research, outreach and administrative processes more efficient.

● Work confidently across digital collaboration and productivity platforms.

Who We Are Looking For

Essential

● Fluent professional English and Spanish, with excellent written communication skills in both languages.

● Excellent online research skills, including the ability to identify difficult-to-find professional contacts and information.

● Very strong Excel and/or Google Sheets skills.

● Experience using CRM systems and maintaining structured databases.

● Strong practical knowledge of AI tools for research, drafting, analysis and productivity.

● Excellent written communication and ability to draft professional correspondence.

● Strong organisational and administrative skills.

● Exceptional attention to detail and accuracy.

● Ability to manage multiple priorities, deadlines and follow-ups simultaneously.

● Ability to work independently and effectively in a remote environment.

● A proactive mindset: identifying what needs to happen next rather than waiting to be reminded.

● Strong judgement when handling confidential or sensitive information.





Strongly Preferred

● Previous experience working with or supporting UN agencies, NGOs, INGOs, international development organisations or international consulting organisations.

● Familiarity with UN/NGO terminology, structures and procurement processes.

● Experience reviewing ToRs, RFPs or consultancy opportunities.

● Experience supporting proposals, tenders, expressions of interest or business development processes.

● Experience conducting B2B or institutional outreach and lead generation.

● Knowledge of the international development and humanitarian ecosystem.

● Experience supporting senior executives or founders in a fast-moving international organisation.

The Person Who Will Thrive in This Role

You are someone who

● Is meticulous and extremely organised.

● Notices inconsistencies and missing information that others overlook.

● Enjoys detailed research and is persistent when information is difficult to find.

● Keeps excellent records and naturally creates structure around complex information.

● Is comfortable working with large spreadsheets and databases.

● Follows through without needing repeated reminders.

● Can switch comfortably between research, outreach, scheduling, proposal support and administrative tasks.

● Writes clearly and professionally in both Spanish and English.

● Is resourceful and comfortable figuring things out independently.

● Understands that speed matters, but accuracy and quality matter just as much.

● Is comfortable working in an international, multicultural and fast-paced environment.

What Success Looks Like

Success in this role means that our leadership team is exceptionally well organised, meetings and follow-ups happen on time, our CRM and contact databases are accurate, relevant organisations and decision-makers across the Americas are systematically identified, outreach is personalised and consistently followed up, and business development opportunities are efficiently supported from initial research through proposal preparation.

How to Apply To be considered for this position, all candidates must complete the official ShiftBalance application form in full:

https://docs.google.com/forms/d/e/1FAIpQLSeGY-8AdYlgcTDgSHW2_apsHjPm_k53AEfEts1OrzgM2M9a6w/viewform?usp=sharing&ouid;=107751675536720262906

Please note that applications submitted through LinkedIn, Indeed, email, or any other platform without a completed Google Form will not be considered.

We strongly encourage candidates to complete the form carefully and provide all requested information, as this will be used as the first stage of the selection process.

Selection Process

- Short interview for alignment with ShiftBalance – an initial conversation to assess mutual fit, experience and alignment with the role and ShiftBalance's ways of working.
- Practical task – shortlisted candidates will receive a task to complete and submit. The exercise will reflect some of the presente responsibilities of the position.
- Task review call – a follow-up conversation to review your submission, discuss your approach and exchange feedback.
- Final decision – the final selection decision will be communicated following completion of the process.

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📌 Executive Assistant to Chief Executive Officer (México)
🏢 Shiftbalance
📍 México