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job summary: we are seeking a highly motivated and organized professional executive assistant to support the managing director of mexico (md) and the sub-regional director for latam (rd).
the primary focus of this role will be to ensure comprehensive documentation of meetings and committees, while also providing general administrative support to enhance efficiency and organization.
the ideal candidate will have exceptional communication skills, attention to detail, and the ability to handle sensitive information with discretion.
this role requires a proactive individual who can anticipate needs and provide seamless support in a fast-paced environment.
key responsibilities: meeting and committee documentation:attend key meetings and committees chaired by the managing director or the sub-regional director for latam, ensuring accurate and timely minutes are taken.document key decisions, action points, and follows-up to ensure clear accountability.distribute meeting minutes and maintain organized records for easy reference.track progress on agreed actions and provide regular updates to the md or rd.assist the preparation of agendas, briefing materials, and presentations as needed.conduct research and compile data for meetings, projects, and reports.administrative support:manage the md/rd's calendars, scheduling meetings, and coordinating travel arrangements.prepare and organize documents for meetings, ensuring md/rd are well-prepared.serve as a primary point of contact between the executives and internal/external stakeholders.
support the preparation/drafting of emails and other correspondence, internal communications, reports, presentations, and other documents as needed.assist with the planning and execution of events, conferences, and board meetings.coordination and follow-up:ensure follow-ups from meetings are effectively communicated and deadlines are met.support the md/rd in coordinating cross-functional team efforts.manage and prioritize multiple tasks and projects simultaneously, ensuring deadlines are met.liaise with other departments to ensure effective communication and collaboration.maintain confidentiality and handle sensitive information with discretion.qualifications: bachelor's degree in business administration, communications, or a related field preferred.proven experience as an executive assistant or in a similar administrative role.exceptional organizational and time-management skills.strong written and verbal communication skills both in english and spanish.proficiency in microsoft office (word, excel, powerpoint, outlook) and collaboration tools such as teams.ability to work independently and as part of a team.high level of professionalism and discretion in handling sensitive information.flexibility to adapt to changing priorities and work demands.proactive mindset with a strong focus on follow-through and accountability.key success factors: a clear communicator who can ensure meeting outcomes are well-documented and followed up effectively.a strategic thinker who understands the broader business context to support the md/rd in driving key initiatives.a trusted partner who can anticipate needs and proactively address them.why ayvens? With over 3.4 million vehicles managed across more than 42 countries, we provide full-service leasing, flexible subscription services, fleet management services and multi-mobility solutions to customers of all sizes, including large corporates, smes, professionals, and private individuals.
by leveraging our unique position to lead the way to net zero and further shape the digital transformation of the industry, we are well-positioned to meet the evolving mobility needs of our clients and provide them with the solutions they need to thrive.
at ayvens, we believe that our success is driven by our commitment to customer satisfaction.
our team is dedicated to delivering innovative solutions and technology-enabled services that help our customers focus on their everyday business.
we're committed to sustainable mobility and have made it a core part of our strategy.
in everything we do, we're guided by the principles of authenticity, curiosity, commitment and collaboration.
we aim to foster an organization that's diverse in people and ideas, where everyone can thrive and be themselves, no matter who they are.
join us on this exciting journey as we continue to enable the transformation towards large scale adoption of sustainable mobility and provide our customers with the solutions they need to succeed.
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*ald automotive | leaseplan are rebranding to ayvens across all 42 countries by 2025.
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