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Executive Assistant

ROMO Headhunters

Mexico
Remote
Full-time
5 years or more

Executive Assistant




We’re seeking a sharp, high-performance Executive Assistant to operate as a force multiplier for a fast-moving founder in the Life Insurance, Loan Brokerage, and Financial Services industries. You’ll play a mission-critical role streamlining communication, logistics, and accountability so the executive can focus on vision, growth, and client relationships.

This isn’t just an admin job — it’s about owning operational excellence, creating clarity, and acting as a proactive right hand to a strategic, high-velocity leader.


  • Scheme (on-site, remote, and/or hybrid): Hybrid (Remote with occasional on-site meetings in Mexico City)
  • Area of expertise of the position: Executive Assistance, Administration, Finance (preferred)
  • 📍Location: Mexico City
  • When will you start in the position?: As soon as possible


Requirements

  • Desired: Academic Studies: Bachelor's degree in Administration, Business, Finance, or a related field (preferred but not required). Not mandatory
  • A really stable person 5+ years in the same job
  • Experience (years and position): At least 8+ years of experience as an Executive Assistant, preferably to an entrepreneur or business owner.
  • Experience keeping the entrepreneur on track. 
  • Languages: Spanish (native), English (advanced/professional level)

Key Responsibilities

1. Inbox & Communication Management

  • Monitor and organize executive inbox daily
  • Triage, respond to, and escalate emails as needed
  • Draft professional responses and manage internal team communications
  • Confirm and manage receipt of important attachments
  • Download and organize files from email
  • Transcribe and cover WhatsApp/text communications
  • Answer and respond to inbound business calls and texts

2. Calendar & Scheduling

  • Own the executive calendar two weeks out
  • Schedule all calls and meetings — clients, notaries, interviews, etc.
  • Anticipate scheduling conflicts before they happen
  • Send follow-ups, thank-you notes, and confirmations promptly

3. Project & Workflow Management

  • Own the follow up on:
  • Active client cases
  • Sales commissions
  • In-force life insurance actions
  • Request internal project updates and maintain accountability
  • Track case progress in Monday.com and Google Sheets
  • Ensure team-wide visibility on deliverables and deadlines
  • Coordinate team coverage for absences

4. Document & Workflow Support

  • Compile and send Docusign packages
  • Confirm outgoing/incoming wires
  • Assist with document pre-fill and flagging (loan documents)
  • Send engagement agreements and renewal packets
  • Manage templates and improve internal working documents
  • Perform data entry and workflow updates
  • Create invoices and track payments
  • Maintain logs such as index rates and payment tracking for private financing ledgers

5. Client Review Coordination

  • Determine and proactively request information for annual client reviews
  • Compile client review packets
  • Schedule and support review-related meetings

6. Logistics & Operational Support

  • Handle confidential business information with discretion and professionalism
  • Coordinate travel arrangements, including flights, accommodations, and itineraries
  • Prepare and submit expense reports
  • Filter noise and create clarity in a fast-changing environment

Ideal Candidate Attributes

  • Comfortable managing up – nudges, asks smart questions, makes decisions when needed
  • Detail-oriented but not rigid — you bring order without getting in the way
  • Anticipates needs before they arise
  • Able to take voice notes, high-level ideas, or rough requests and turn them into polished output
  • Technologically fluent — you learn tools fast, and don’t wait to be taught
  • Calm and composed even when things move fast
  • Holds a high standard, manages time well, and filters what’s worth the founder’s attention

Tools & Platforms

Proficiency or ability to quickly learn:

  • Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
  • Slack
  • LinkedIn (for social media coordination)
  • Monday.com (project and workflow management)
  • WhatsApp
  • Docusign
  • Wise

Quick Snapshot

  • Title: Executive Assistant
  • Role Type: Full-Time, Remote
  • Availability: Complete availability during business hours
  • Industries: Life Insurance, Loan Brokerage, Financial Services
  • Reports To: Founder/Executive
  • Key Traits: Resourceful, polished, intuitive, quick-moving


What It’s Like to Work With Me

I move quickly, think big, and have more ideas than time. I love people, stories, strategy, and big visions — but I need someone who can ground all that energy and help me make things real. I’m warm, loyal, trusting, and collaborative — but I expect excellence, sharpness, and initiative.

You’ll get:

  • Autonomy: I don’t micromanage.
  • Access: You’ll see everything — clients, strategy, finances.
  • Clarity of mission: I think in futures and build with intent.
  • High standards: I love polish, proactive thinking, and responsiveness.

What I’m not great at:

  • Following up on loose threads — I need you to catch them.
  • Doing repetitive tasks or maintaining systems — I’ll help design, but you’ll run it.
  • Emotional labor or drama — I value warmth, but I move fast and appreciate directness.

You’ll thrive if you:

  • Like being the person behind the person
  • Take pride in keeping things moving and making things better
  • Can “read the play” and step in before being asked
  • Enjoy being trusted, seen, and relied upon


Offer:

  • Gross Monthly Salary Range: MXN $35,000.00+ (as independent contractor).
  • Direct report : Founder
  • Hours: From 08:00 to 05:00, Monday to Friday, Pacific Time
  • Office equipment: Laptop (Macbook Air Apple)