Executive Assistant

Purpose:

The Executive Assistant will provide high-level support to both the Sales Vice President and the Chief Financial Officer of our multinational captive truck financing organization in Mexico. This role ensures seamless coordination of executive calendars, travel arrangements, expense processes, and presentation materials. The EA will act as the first point of contact for internal and external stakeholders, always maintaining discretion and professionalism. The position offers a hybrid work model with one day per week home office flexibility.

Activities:

· Manage complex, shared calendars and schedule meetings, teleconferences, and on-site events for two executives.

· Arrange domestic and international travel bookings, including flights, hotels, ground transportation, and visa documentation.

· Process and audit expense reports, ensuring compliance with company policies and timely reimbursement.

· Prepare and edit PowerPoint presentations, reports, and briefing decks for executive meetings and stakeholder reviews.

· Screen incoming communications, draft correspondence, and route inquiries to appropriate parties.

· Coordinate meeting logistics: room reservations, catering, audio/video setup, and document distribution.

· Support ad-hoc administrative projects and follow up on action items from leadership meetings.

· Coordinate agenda, ground transportation & logistics, meeting rooms, catering (coffee break & working lunch) and dinners for Board Members, L1 & L2 visits.

Competencies

· Attention to detail

· Multitasking

· Flexibility

· Organization

· Resolve issues efficiently and effectively

Knowledge

· Bachelor's degree or equivalent experience in Business Administration, Finance, or related field.

· Basic understanding of CRM systems (e.g., Salesforce) and virtual meeting tools (e.g., Teams, Zoom).

· Working knowledge of German (spoken and written) is desirable but not required.

· Full professional proficiency in English and Spanish, both written and verbal.

· Proficiency in using office software; Microsoft Office (especially Outlook, Excel, and PowerPoint), Concur, SAP…

Experience

· Five or more years of in an administrative role reporting directly to upper management.

· Experience in the automotive or finance industries, preferably with captive finance operations.

· Excellent verbal and written communication for interacting with various stakeholders.

· Flexible team player, willing to adapt to shifting priorities and occasional extended hours, and unafraid of challenges.