Executive Assistant job opportunity at Activate Talent.

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Date2025-12-15T21:09:44.763Z bot
Activate Talent Executive Assistant
Experience: 2-years
Pattern: full-time
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Mexico

Role Overview We are a digital growth marketing agency specializing in growing eCommerce brands by creating exciting, engaging, and personalized messaging across email, SMS, and paid channels. Our expertise in full-funnel marketing allows our clients to cultivate relationships with potential customers and build lasting relationships with current customers to create lifetime value. We are seeking a highly organized, detail-obsessed Executive Assistant to support our leadership team and sales/operations functions. This role is critical to ensuring seamless coordination across audit preparation, client onboarding, sales handoffs, and internal project execution. You will serve as a central point of communication between clients, internal teams, and leadership, ensuring timelines are met, expectations are clear, and operations run smoothly. This role is ideal for someone who thrives in a fast-paced environment, communicates clearly and effectively, and maintains exceptional attention to detail while juggling multiple projects. Key Responsibilities Audit Prep & Access Coordination Coordinate with clients to secure required permissions, platform access, and data prior to audits. Track and verify that all access is complete before audit kickoff. Proactively identify missing items and follow up to prevent delays. Audit & Lead Communication Schedule and coordinate all audit calls with internal leads and clients. Serve as the primary point of contact for leads during the audit scheduling process. Provide clear, timely communication to ensure all participants are informed and prepared. Onboarding Coordination Schedule kickoff calls for newly signed clients, ensuring all necessary team members are present. Facilitate smooth handoff communication between the sales team and onboarding team. Help create the onboarding deck used for all new client kickoff calls, ensuring accuracy, clarity, and consistency. Ensure all onboarding documentation, forms, and client information are accurately captured and accessible. General Administrative Support (Sales & Onboarding) Track and manage audit and onboarding timelines, ensuring milestones and deadlines are consistently met. Communicate with internal teams and clients to address scheduling conflicts, delays, and changes. Provide ad-hoc administrative support to the sales and onboarding teams as needed. Leadership & Project Support Support the leadership team with operational projects, documentation, and coordination outside of sales/onboarding. Assist with internal initiatives, meeting prep, and follow-through on action items to ensure accountability and momentum. Qualifications 2+ years in an administrative, operations, EA, or project coordination role (agency or client-facing experience needed). Exceptional attention to detail — accurate, structured, and thorough in every interaction. Strong organizational and time-management skills; able to manage multiple projects with calm efficiency. Excellent written and verbal communication skills. Tech-savvy and comfortable navigating common business tools, CRMs, and project management platforms. High level of professionalism, discretion, and reliability. Must be available to work U.S. Mountain Time (9am–5pm What Success Looks Like Zero dropped balls — access, timelines, documentation, and communication are consistently tight and organized. Audit and onboarding processes run smoothly, with minimal delays and proactive communication. Leadership feels supported with reliable project coordination and follow-through. Internal teams experience clarity and alignment because details are captured and communicated accurately. Clients feel guided, informed, and supported from the moment they sign.

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