Executive Assistant / Workplace Experience Coordinator

We are looking for an Executive Assistant & Workplace Experience Coordinator to support members of Smartly’s Executive Leadership Team while owning the day-to-day workplace experience in our Mexico City office. You will combine thoughtful, proactive executive support with hands-on office coordination, helping our leaders use their time effectively while creating an organized and welcoming environment where our local team can do their best work.

Responsibilities

Support 2–3 members of our Executive Leadership Team, managing complex calendars, travel, meetings, and day-to-day coordination with discretion and attention to detail; Anticipate executive needs and priorities, identifying scheduling conflicts, preparing 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 our Mexico City office, coordinating facilities, vendors, supplies, catering, visitors, and other operational needs; Create a welcoming and well-organized workplace, ensuring employees, candidates, partners, and visitors have a consistent and positive experience in the office; Plan local office events and employee experiences that create opportunities for connection and collaboration, partnering with our global Workplace Experience team where appropriate; Handle sensitive information with discretion, applying sound judgment and professionalism in your work with executives, employees, and external partners.

Requirements

Strong experience providing administrative or executive support to senior leaders, including managing complex calendars, travel, meetings, and competing priorities; Professional fluency in both English and Spanish, with clear written and verbal communication skills in both languages; Excellent organization and attention to detail, with the ability to anticipate needs, follow through reliably, and adjust when priorities change; A proactive and practical approach to problem-solving, with the judgment to determine what needs immediate attention and what can be handled independently; Experience handling confidential or sensitive information with professionalism and discretion; Strong relationship-building skills and confidence working with stakeholders at different levels and across multiple locations and time zones; A hands-on, service-oriented approach to workplace operations and creating a positive employee and visitor experience; Ability to work from our Mexico City office three days per week, with a 9:00 a.m. start to support executive schedules and the daily rhythm of the workplace.

Benefits

An Inclusive Global Culture; Global Impact; Focus on Wellbeing: healthcare packages, mental health services, paid holidays and family leave; Comprehensive Rewards: equity options, performance-based rewards, competitive compensation, and career development opportunities; Flexible Hybrid Workplace: hybrid work model and option to work abroad for up to 30 days annually