Key Facts

Remote From:

Fixed term

Mid-level (2-5 years)

English

Hard Skills

Google Workspace Corporate Travel Management Calendar Management Business Communication Taking Meeting Minutes Calendar Management Presentation Design Event Scheduling Event Tracking Legal Document Management Reimbursement Regulations Executive Relationship Management Meeting Facilitation Expense Reports Event Scheduling

Other Skills

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Video Conferencing
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Report Writing
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Professionalism
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Client Confidentiality
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Calmness Under Pressure
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Communication
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Time Management
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Entrepreneurship
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Organizational Skills
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Detail Oriented
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Prioritization
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Social Skills
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Problem Solving

Roles & Responsibilities

10+ years of experience as an Executive Assistant, Personal Assistant, or similar administrative role supporting senior executives.
Bachelor's degree preferred in Business Administration, Communications, or related field, or equivalent professional experience.
Fluent in English (written and spoken) and proficient in Google Workspace; familiarity with scheduling platforms (Calendly, Zoom, Teams) and travel booking tools.
Exceptional organizational and time-management skills with the ability to prioritize tasks, strong interpersonal skills and professional presence, and high discretion; experience working in a fast-paced startup environment.

Requirements:

Manage and maintain the CEO's calendar, including scheduling internal and external meetings across multiple time zones.
Prioritize and resolve scheduling conflicts, ensuring optimal use of the CEO's time.
Prepare and distribute meeting agendas and relevant materials.
Plan and coordinate complex domestic and international travel, including flights, accommodations, ground transportation, visas, and itineraries.

Job description

Visit.org is looking for a passionate and ambitious Executive Assistant to join our remote team. The Executive Assistant will oversee scheduling and calendar management for the CEO, serving as a key operational partner in coordinating meetings, communications, and executive workflows. The right candidate will have an entrepreneurial spirit, extreme passion for our mission, and the energy and discipline to come in and be a builder in a startup tech environment.

Please note: This is a remote contract role based in Mexico, up to 40 hours per week. The working hours are 9:00 a.m. to 6:00 p.m. EST.

What Motivates Us

There is room for everyone! We empower each other to innovate and create processes that use technology to generate meaningful, lasting change. We enjoy the challenge of finding solutions to problems that are not a way around it but through it. We’re driven by the opportunity to help enterprises and their employees around the world to contribute to their communities.

When You Join the Team

You’ll join a movement from the ground floor and a team of purpose-driven people with a strong sense of responsibility, ownership, and pride that we’re building this thing together.
You’ll combine passion, purpose, and a paycheck—Visit.org team members get out of bed every day knowing their work is meaningful and has a tangible impact on individuals and communities around the world.

About Visit.org:

Visit.org helps companies discover & book thousands of carefully curated social impact team experiences, led by and benefiting local nonprofits. With its proprietary library of team-based experiences across 90+ countries, Visit.org provides HR, CSR, and Meetings & Events leaders highly scalable, culturally appropriate content for purpose-driven employee and client engagement. Some of our customers include Colgate, Paramount, Visa, HubSpot, Hewlett Packard Enterprise, and more.

Responsibilities:

Manage and maintain the CEO’s calendar, including scheduling internal and external meetings across multiple time zones.
Prioritize and resolve scheduling conflicts, ensuring optimal use of the CEO’s time.
Prepare and distribute meeting agendas and relevant materials.
Plan and coordinate complex domestic and international travel, including flights, accommodations, ground transportation, visas, and itineraries.
Provide detailed travel packs with all required documents and confirmations.
Monitor and adjust travel plans proactively in response to changes.
Prepare briefing documents, presentations, and reports ahead of key meetings.
Take detailed meeting notes and track action items for follow-up.
Manage expense reports, reimbursements, and corporate credit card reconciliations.
Draft and proofread emails, memos, and other business correspondence.
Maintain the confidentiality of sensitive company and personal information.
Assist with special projects, events, and initiatives as requested.
Coordinate with other departments to support priorities.

Requirements

Experience: 10+ years of experience as an Executive Assistant, Personal Assistant, or similar administrative role supporting senior executives.
Education: Bachelor’s degree preferred in Business Administration, Communications, or related field, or equivalent professional experience.
Fluent in English, written and spoken required.
Proficiency in Google Workspace.
Familiarity with scheduling platforms, e.g., Calendly, Zoom, Teams, and travel booking tools.
Exceptional organizational and time-management skills with the ability to prioritize tasks effectively.
Strong interpersonal skills and professional presence.
High level of discretion and ability to handle confidential information.
Problem-solving mindset and ability to work independently under pressure.
Experience working in a fast-paced startup environment
Passion for our mission and the desire to make an impact in the world through technology

Benefits

Please note: This is a remote contract role based in Mexico, up to 40 hours per week. The working hours are 9:00 a.m. to 6:00 p.m. EST.

How we care