Executive Administrative Assistant

Are you looking to join an organization that is growing and dynamic? What about a high-energy, collaborative environment that rewards hard work?

J.S. Held is a global consulting firm that combines technical, scientific, financial, and strategic expertise to advise clients seeking to realize value and mitigate risk. Our professionals serve as trusted advisors to organizations facing high stakes matters demanding urgent attention, staunch integrity, proven experience, clear-cut analysis, and an understanding of both tangible and intangible assets.

The firm provides a comprehensive suite of services, products, and data that enable clients to navigate complex, contentious, and often catastrophic situations.

We are seeking an Executive Assistant to join our Building Consulting team in our office in Mexico City. This is a unique opportunity for an entrepreneurial, highly driven person with a well-rounded skill set to join the Building Consulting team. The ideal person for this role will need to not only have a strong grasp of project document handling but also be flexible and a strategic thinker able to take on a variety of tasks.

Responsibilities: 

 

• Act as the primary liaison with the global team to register new projects
• Prepare and manage the necessary documentation for the opening and registration of projects
• Create and maintain the necessary document folders for each project
• Request and manage folder access permissions for the consultants involved
• Review the delivery of fee estimates and verify that the rates recorded are correct
• Keep fee budgets up to date for each project
• Record the use of external consultants and special teams by entering their times in the corresponding cases
• Prepare time logs in the format required by customers for the request of invoices
• Verify the consistency of the final logs with those recorded in the system, ensuring that no hours are left unrecorded
• Manage the delivery of work equipment evolution and storage for new or retiring employees
• Interact with consultants to ensure constant entry of time into the system
• Make the necessary corrections in case of omissions
• Review the existence of deliverable documents and coordinate with consultants the request for invoices to be sent to clients
• To take care of the purchases of supplies and materials necessary for the operation of the office

• 4 plus years of experience in similiar roles for international companies.
• Ability to commute to the office 4 days a week
• This role requires high proficiency in English (verbal and written) due to regular interaction with global stakeholders.
• Organization and attention to detail
• Management and coordination skills
• Knowledge of time and budget recording systems
• Ability to work proactively and solve problems
• Proper handling of office tools and project management software

Some of the Benefits We Have Include

J.S. Held understands all our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our team’s needs.

• Flexible Time Off policy· 
• Medical, Dental, and Vision Insurance·    

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

By submitting your application, you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein. California residents can click here to learn more about the personal information we collect and here to learn about additional privacy rights that may be available.

Please explore what we’re all about at www.jsheld.com.

EEO and Job Accommodations

We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

If you are an individual with a disability and would like to request for a reasonable accommodation, please email [email protected] and include “Applicant Accommodation” within the subject line with your request and contact information.

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