Administrative Assistant, Marketing

Manage complex, frequently changing calendars for 3-4 Directors across the LATAM team (São Paulo, Mexico City, Buenos Aires, and Bogotá), coordinating meetings and time zones that also span EMEA, APAC, and UCAN Schedule and coordinate internal and external meetings, ensuring all logistics are handled efficiently Coordinate domestic and international travel arrangements and process related expense reports Quickly adapt to last-minute changes and shifting priorities, reprioritizing schedules and keeping every stakeholder informed Prepare, edit, and organize documents, presentations, and key communications using Google Workspace Own planning and logistics for team off-sites, on-sites, and large team meetings: venue and hotel sourcing, agenda and run-of-show ownership, and budget tracking Liaise with workplace teams and represent the org for space planning needs in the Mexico City office (where this role will be located) Attend, understand, and connect the dots in meetings when needed and circulate clear, actionable summaries Maintain digital filing and documentation systems for the team Partner with other administrative assistants across the org on cross-functional initiatives Assist with ad hoc team projects and events as needed Exercise discretion at all times when handling confidential or sensitive information More than 7 years of experience as an administrative or executive assistant supporting multiple leaders, ideally in a fast-paced or global organization Proficiency in Google Workspace (Docs, Sheets, Slides, Calendar); familiarity with Airtable and Slack is a plus Comfortable managing, making informed decisions, and reporting spend Fluent in Spanish and English (written and verbal); Portuguese is a plus Strong organizational skills, with the ability to prioritize and manage multiple projects at once Excellent written and verbal communication skills High level of discretion and sound judgment when handling confidential information Comfortable working across time zones and cultures within a regionally distributed team Able to work independently, take initiative, and adapt quickly to shifting priorities Event planning experience required Ability to travel domestically and internationally for offsites and events