Executive Assistant

Summary

As an Administrative Assistance Professional within our NORTAM region, you will play a critical role in supporting both employees and management by providing expert guidance, oversight, and support across a wide spectrum of administrative policies, programs, and practices. Leveraging your advanced professional knowledge and technical skills, you will be a key contributor to optimizing administrative operations and ensuring compliance with organizational standards.

Reporting Structure

You will typically report to a General Support Manager or an Expert in General Support. Depending on the organizational structure, you may also engage with functional or leadership roles. Your role may involve supervising daily activities of administrative staff, serving as a mentor or resource for colleagues at operational and administrative levels.

Key Responsibilities

• Supervise administrative personnel, including recruitment, training, performance evaluations, compensation recommendations, and overall performance management of staff typically at operator or administrator level.
• Oversee the review, completion, and processing of various forms, documents, databases, and other related materials ensuring accuracy and compliance.
• Provide both foundational and specialized analysis, interpretation, and advice to staff, management, and functional leaders regarding administrative policies, programs, and support practices, including managing standard to complex operations.
• Offer feedback and guidance on research matters, develop recommendations to resolve administrative and support issues, coordinate client feedback, and manage necessary resources and responses.
• Continuously analyze and review operations, outcomes, and administrative feedback to identify trends, draw conclusions, interpret results, and present meaningful proposals and recommendations to employees and management.
• Ensure the accuracy and integrity of databases and reports through audits, consultations, and operational reviews, collaborating with teams to resolve any discrepancies.
• Assist in the development and management of administrative or multifunctional project/program objectives, including budgeting, timelines, resource allocation, and personnel requirements. Present insights and progress to management within areas of moderate scope and impact.
• Interpret and apply departmental policies, procedures, and adhere to applicable laws, regulations, and standards to guarantee compliance in processes and operations, seeking guidance as needed.
• Carry out additional duties as assigned to support organizational goals and continuous improvement.

Required Knowledge and Skills

This role requires advanced professional knowledge of organizational programs, policies, and support practices. You should have a strong ability to understand, interpret, and apply departmental policies and procedures as well as relevant legal and regulatory requirements.

Supervisory skills are important to evaluate and provide recommendations regarding staff performance. Proficiency in reviewing, completing, developing, and analyzing information is essential.

Experience working collaboratively in team environments to develop and manage projects is highly valued. Effective communication skills are necessary for providing and receiving guidance among colleagues.

Technical proficiency with PC applications such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and strong capability in using information systems is required to support data management and reporting tasks.

Scope and Impact

This position employs standard professional principles applied to smaller-scale operations, with intermediate roles handling broader or more complex operations, and senior roles applying specialized or technical knowledge to large or highly complex projects. The Administrative Assistance Professional will work within these parameters to deliver measurable benefits and support organizational objectives.

Education and Experience

A university degree in administration or a related functional area is required. The role typically requires less than two years of professional experience in administrative or support positions; intermediate roles usually require between two and five years, and senior-level roles require a minimum of five years of experience, including expertise with specialized or technical programs and operations.

Language Requirements

A solid intermediate level of English proficiency is necessary, sufficient to engage in business-related conversations and communications effectively.

What We Offer

Join CEVA Servicios de Mexico to become part of a dynamic and inclusive workplace that values collaboration, professional growth, and excellence in administrative support. You will have opportunities to work on impactful projects while developing leadership and specialized skills in a supportive team environment.