The Lippincott Executive Assistant Team provides partners with a wide range of support services including travel, meeting logistics, calendaring, and expense management. The team is as diverse as it is talented, and many of the team’s responsibilities are customized to fit specific partner needs.

As the gatekeepers of calendars and conference rooms, the Administrative Team understands that urgent matters arise, and they produce creative solutions to accommodate requests. They interface with clients, vendors, and employees daily.

As an Administrative Assistant, you will provide vital support to multiple teams and individuals across the organization. Success in this role requires strong organizational skills, the ability to efficiently manage a variety of tasks, and comfort with balancing competing priorities. Your clear communication, responsiveness, and ability to follow direction independently will ensure daily operations run smoothly and effectively support those you assist.

This is a remote position; however, candidates must be based in Mexico City

In your day-to-day, you will:

• Partner support and strategic alignment: Provide support to multiple Partners, maintaining close, proactive communication to stay aligned with their evolving needs

• Calendar and time management: Manage calendars, including accepting/declining meetings, resolving conflicts, reserving meeting spaces, and regularly reviewing schedules to ensure accurate logistics and avoid back-to-back dial-ins. Schedule and coordinate external client interviews on an as needed basis

• Meeting and event coordination: Organize and manage client meetings, and team events, including scheduling, booking conference rooms, ordering food and working with IT on AV requirements

• Execute on to-do Lists: Prioritize and remind your Partners of upcoming deadlines

• Operational and Administrative Support: Manage complex travel arrangements, submit timesheets weekly and produce accurate and timely expense reports

• Team collaboration and coverage: Provide backup support for other assistants as needed

• Building Service Knowledge: Develop an understanding of Lippincott’s products and services in support of Partners

What makes you a great candidate:

• Minimum 3 years of administrative, hospitality or customer service exp, or other transferable skills; Bachelor’s degree or equivalent level of work experience

• Fluency in English, with strong written and verbal communication skills; professional and calm under pressure

• Take initiative and actively identify ways to streamline processes for the Partners you support

• Strong problem-solving skills with the ability to anticipate and address issues before they arise

• Ability to multitask and prioritize conflicting demands, and stay organized in a fast paced and demanding environment

• Excellent communication and interpersonal skills; professional and calm under pressure

• Team player who is able to work with different personalities and working styles

• Proficiency with the Microsoft Suite, particularly Outlook and PowerPoint

• Experience with Mac platform is a plus

Requirements:

• Possess unrestricted authorization to work in Mexico without the need for current or future visa sponsorship

• Submit an English version of your resume as part of your application