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About the job
Birdman seeks an Administrative Assistant to support daily operations at our Zapopan, Jalisco office. This role centers on organization, attention to detail, and a commitment to helping teams and processes run smoothly.
Role overview
The Administrative Assistant manages documentation, maintains information control, and assists with a range of administrative tasks. This position also supports colleagues and suppliers, helping to keep workflows efficient and organized.
What you will do
Oversee and organize company documentation
Control and update key information for internal use
Assist with administrative processes across departments
Provide support to team members and external suppliers as needed
About Birdman
Birdman is a growing company focused on healthy and sustainable food and supplements. We value talent, innovation, and dedication to our shared goals.
Birdman seeks an Administrative Assistant to support daily operations at our Zapopan, Jalisco office. This role centers on organization, attention to detail, and a commitment to helping teams and processes run smoothly. Role overview The Administrative Assistant manages documentation, maintains information control, and assists with a range of administrative …
Averna is looking for a Receptionist / Administrative Assistant to support its Zapopan office. This position serves as the first point of contact for clients and visitors, helping to create a welcoming and professional environment. Main responsibilities Answer and direct incoming calls Schedule appointments and manage calendars Maintain office supply inventory Assist with a range of administrative duties as needed What we look for Attention to detail and strong organizational skills Clear and effective communication abilities Proficiency with standard office software This role focuses on supporting daily office operations while ensuring visitors and clients receive prompt and courteous assistance.
Join Metova, a leading company specializing in the distribution of fresh fruits, as we seek a dedicated and proactive Administrative Assistant. In this role, you will support our daily operations and contribute to our team's success.
Join Samsara as a Legal Administrative Assistant, where you will play a vital role in supporting our legal team. We are looking for a detail-oriented professional who thrives in a fast-paced environment and is passionate about facilitating legal processes. In this role, you will assist with document management, scheduling, and communication within the legal department.
Please submit your updated resume in English.We are actively seeking a highly organized and meticulous Medical Administrative Assistant to provide essential support to healthcare providers, ensuring the smooth operation of a medical office environment. The ideal candidate will excel in various administrative responsibilities, such as data entry, appointment scheduling, managing medical records, processing prescription refills, and verifying patient insurance coverage. A strong attention to detail, unwavering commitment to patient confidentiality, and strict adherence to HIPAA regulations are critical for this position.Key Responsibilities:Appointment Scheduling and Calendar Management: Oversee the coordination and scheduling of appointments for both healthcare providers and patients. Efficiently manage calendars to optimize time and resource allocation.Patient Communication: Act as a liaison between patients and healthcare providers by relaying messages, organizing follow-up appointments, and addressing patient inquiries.Documentation and Record Keeping: Ensure the maintenance of accurate and current medical records, including patient histories, treatment plans, and test results, while complying with regulatory standards.Billing and Coding Support: Provide assistance in accurately coding procedures and diagnoses for billing purposes. Work collaboratively with the billing department to resolve discrepancies and ensure timely reimbursements.Medication and Prescription Management: Oversee prescription refills by coordinating with pharmacies and securing prior authorizations as needed. Maintain medication records to guarantee timely delivery of prescriptions to patients.Virtual Team Collaboration: Participate in virtual team meetings and collaborate with colleagues to effectively coordinate patient care and administrative tasks, utilizing virtual communication tools for seamless information sharing.Data Entry and Organization: Accurately input patient information, treatment plans, and other medical data into electronic health record (EHR) systems. Organize medical records for easy access and retrieval.Insurance Verification: Confirm patient insurance coverage and eligibility for medical services. Communicate with insurance providers to obtain necessary authorizations and address coverage-related issues.Insurance Pre-Authorizations: Assist in acquiring pre-authorizations for medical procedures and services from insurance companies. Follow up on requests to ensure timely approvals for patient care.
Full-time|On-site|Texcoco, State of Mexico, Mexico
CIMMYT is an innovative, non-profit, international organization dedicated to addressing the challenges of tomorrow by enhancing agricultural production systems. We focus on improving the yield, quality, and reliability of staple crops such as maize, wheat, triticale, sorghum, millets, and other associated crops through applied agricultural science, particularly in the Global South. Our commitment to fostering strong partnerships significantly enhances the livelihoods and resilience of millions of resource-poor farmers, contributing to a more productive, inclusive, and sustainable agrifood system.We are currently establishing a Roster of qualified professionals to consider for future Administrative Assistant-related opportunities in various locations and areas of expertise.What is a Roster?A roster is a curated pool of pre-assessed, qualified candidates who may be contacted when relevant positions become available, allowing us to respond efficiently to hiring needs and significantly shorten recruitment timelines.We invite applications for roles such as: Grant Management Analyst Administrative Assistant The selected individuals will work at CIMMYT's headquarters in Texcoco, approximately 45 minutes from Mexico City.General Responsibilities for Grant Management Analyst: Coordinate grant management processes. Enhance donor relationships. Support internal and external audits. Participate in meetings with the CGIAR. Ensure proper documentation, archiving, and management of grant information. Responsibilities for Administrative Assistant: Assist with all administrative activities related to consultants and students of the Program. Develop and manage databases, directories, and spreadsheets. Register consultants' banking information in the payment system. Organize and maintain files for consultants and students. Ensure accurate data entry in the relevant databases.
Role Overview: As an Administrative Assistant in the Inspection department, you will play a vital role in ensuring product quality through visual inspections and documentation.Key Responsibilities:Conduct thorough visual inspections of products.Capture photographic evidence for quality assurance.Create and maintain product folders containing all collected photographic evidence.Update and manage the database to ensure accurate product information.Assist in organizing and archiving electronic files.Input data efficiently and accurately.Send validation confirmation emails to relevant stakeholders.Maintain administrative control and record-keeping of documents.
Teamwork makes the stream work. Roku is transforming the way the world enjoys televisionAs the leading TV streaming platform in the U.S., Canada, and Mexico, Roku aims to power every television globally. We pioneered the streaming experience to the TV, connecting viewers to the content they cherish while empowering content creators to build and monetize substantial audiences. Our unique capabilities allow advertisers to engage consumers effectively.From your very first day at Roku, your contributions will be both valuable and recognized. We are a rapidly growing public company where every team member plays a crucial role. Join us and provide extraordinary experiences to millions of TV streamers worldwide while gaining significant exposure across various fields.
Role Overview: We are seeking a detail-oriented and proactive Administrative Assistant to support our Inspection team for a temporary period of 5 months. This role involves conducting visual inspections of products, documenting findings, and maintaining organized records to ensure quality standards are met.Key Responsibilities:Perform visual inspections of products to ensure compliance with quality standards.Capture photographic evidence to document findings during inspections.Compile and maintain product folders containing all necessary documentation and photographic evidence.Manage and update the database to reflect the latest inspection results.Assist with organizing and electronically filing documents for easy access.Input data accurately into the system.Send confirmation of validations via email to relevant stakeholders.Maintain administrative control over documentation processes.
Position: Intellectual Property Prosecution Docketing Clerk & Administrative AssistantSchedule: Monday to Friday, 10:00 a.m. to 6:00 p.m. EST (U.S. time)Key Responsibilities:IP Docketing• Oversee the daily management of incoming and outgoing intellectual property correspondence (including USPTO, WIPO, foreign correspondents, and clients).• Accurately calculate, schedule, update, and close prosecution deadlines in AppColl related to office actions, renewals, annuities, maintenance fees, and PCT deadlines.• Ensure completeness and accuracy of docket entries by reviewing correspondence and filings.• Generate and distribute tailored docket reports for attorneys and internal teams.• Proactively alert attorneys and paralegals to upcoming deadlines, inconsistencies, or urgent issues.• Assist in the transfer of IP portfolios, ensuring data integrity within AppColl and Clio.• Maintain precise client and matter information across all IP systems.Administrative Duties• Manage attorneys' calendars, coordinate meetings, travel arrangements, and organize critical dates.• Monitor practice group mailboxes and appropriately route correspondence.• Draft routine and formal business communication; review and proofread documents.• Organize digital filing systems (Box, Clio, Microsoft 365) and maintain orderly files.• Assist in preparing expense reports and timesheets.• Liaise with court reporters, vendors, and foreign correspondents.• Support attorneys with administrative docket management (reminders, tracking non-substantive deadlines).• Format PDFs, edit documents, manage shipments, and perform various other administrative tasks.Billing, Finance, and Client Relations• Act as a liaison between the Finance team and clients regarding billing inquiries.• Assist in reviewing prebills, gathering necessary documentation, and coordinating billing adjustments.• Follow up on client billing inquiries, clarifications, or document requests.• Support the Finance team with billing flow, invoice status, and specific billing requirements.Specific Requirements:• Bilingual: Advanced English and fluent Spanish; Portuguese is advantageous.• Capable of drafting clear and professional communications for U.S. clients, foreign correspondents, and internal teams with a neutral, service-oriented tone.• Proficient in securely working within cloud environments (AppColl, Clio, Box, Microsoft 365/Teams).• Knowledgeable about managing confidential information and adhering to legal firm confidentiality standards.• Familiar with VoIP tools (Teams, Zoom) and screen sharing capabilities.
Join Assistant Launch as an Executive Assistant!With over six years of experience, we have successfully placed thousands of Executive Assistants with visionary founders and executives. Many of our EAs enjoy long-term partnerships, often staying with the same client for two, three, or even more years. This translates to stable, enduring relationships rather than an ever-changing cycle of short-term positions.At Assistant Launch, we are not merely a virtual assistant marketplace. We are a dedicated placement agency that prioritizes thoughtful matching, ongoing support post-placement, and a commitment to your professional growth.Why Executive Assistants Prefer Working with UsOur clients are high-caliber leaders managing businesses ranging from $500K to over $10M. They are intelligent, ambitious, and eager to tackle new challenges. You will not face micromanagement; instead, you will be empowered to take ownership of your responsibilities.As part of our team, you will have access to AI training and cutting-edge tools that will enhance your efficiency and effectiveness. This is an integral part of our operations, designed to make you faster, sharper, and more indispensable.We Ensure Continuous SupportEvery Executive Assistant participates in a comprehensive four-week accelerator program to establish effective systems with their clients from the outset. Our support doesn’t end there; we are committed to ensuring your success.Real Career Advancement OpportunitiesOur top performers have the chance to move into leadership roles, be matched with premium clients, or even transition to internal positions at Assistant Launch. We have EAs who have thrived with us for over four years, advancing their careers significantly.Compensation That Mirrors Your ExpertiseWe offer competitive pay and benefits that align with or surpass industry standards, taking into account your experience and skills. You can expect performance-based bonuses and regular salary evaluations. Our focus is on building a team of exceptional professionals, and we believe in fair compensation for their contributions.Key ResponsibilitiesManage administrative tasks so your client can concentrate on core business objectives.Efficiently oversee calendars, inboxes, and scheduling.Organize travel arrangements, including flights, hotel bookings, and itineraries, while adapting to last-minute changes.Serve as the primary point of contact for client and vendor communications.Monitor expenses, prepare reports, and manage essential documentation.Conduct research, summarize findings, and assist in decision-making processes.Coordinate projects, track deadlines, and ensure follow-up on action items.Assist with personal tasks as needed (appointments, reservations, errands).Maintain strict confidentiality regarding sensitive business and personal information.QualificationsWe seek candidates with a proven track record in executive support.Operations Management Expertise: You have successfully managed executive calendars and have experience in strategic operations.Proficient Communication Skills: Strong verbal and written communication abilities are essential.Tech-Savvy: Familiarity with AI tools and digital platforms is a must.Confidentiality and Discretion: You understand the importance of handling sensitive information.
Full-time|On-site|Santiago de Querétaro, Querétaro, Mexico
Carreraskiewitmx seeks an Administrative Coordinator based in Santiago de Querétaro, Querétaro, Mexico. This position plays a key part in keeping daily operations organized and efficient. Main responsibilities Support several departments with administrative tasks Help maintain clear communication and information flow throughout the company Assist with day-to-day coordination to ensure operations stay on track Location This role is based in Santiago de Querétaro, Querétaro, Mexico.
We are seeking a skilled Linux Administrator to join our dynamic team. In this role, you will be responsible for managing and maintaining our Linux systems, ensuring optimal performance and security. You will collaborate with cross-functional teams to implement solutions that enhance our infrastructure and support our business operations.
Join SGS as an Administrative Intern in Ciudad de México and kickstart your career in a dynamic environment. This internship will provide you with invaluable experience across multiple departments including Certification, Consulting, Training, and Other Services. You will gain hands-on experience, develop your skills, and contribute to various projects that impact our operations.
Executive Assistant to the FounderDepartment: Executive / AdministrationLocation: RemoteEmployment Type: Full-timePosition OverviewThe Executive Assistant to the Founder plays a pivotal role in providing comprehensive administrative, operational, and personal support to ensure that the Founder’s time and priorities are effectively managed. This position encompasses calendar and communication management, executive coordination, business administration, and selected HR responsibilities.In the fast-paced world of e-commerce, the Executive Assistant must excel in a dynamic atmosphere characterized by numerous stakeholders—vendors, partners, customer requirements, marketing strategies, fulfillment operations, and internal processes. The ideal candidate is resourceful, proactive, detail-oriented, and possesses a mindset focused on continuous improvement, capable of identifying friction points, enhancing systems, and driving organizational efficiency.Confidentiality is critical in this role; the Executive Assistant will handle sensitive personal, financial, HR, and business information, necessitating the utmost discretion.Core ResponsibilitiesExecutive SupportOversee the Founder’s calendar, manage appointments, and coordinate travel arrangements.Filter, prioritize, and draft communications (emails, calls, messages).Prepare briefing materials, agendas, and follow-ups for meetings.Business OperationsCollaborate with vendors, partners, and internal teams to facilitate smooth operations.Monitor deliverables, deadlines, and project milestones.Assist with marketing, fulfillment, and customer service initiatives as needed.Administrative & HR SupportFacilitate onboarding, documentation, and people-operations tasks.Preserve confidential records and documentation.Assist with budgeting, reporting, and operational paperwork.Continuous ImprovementIdentify inefficiencies and recommend streamlined processes.Implement organizational systems to enhance scalability and predictability.
Full-time|Remote|Remote — Mexico City, Mexico City, Mexico
ALTEN México, a member of the ALTEN Group, operates in over 30 countries, developing high-value technological solutions. With a workforce exceeding 46,000 employees, we are committed to incorporating talent that is dedicated to continuous professional growth.We are currently seeking a Junior Salesforce Administrator to provide functional and operational support within the Salesforce platform, contributing to the stability and evolution of CRM solutions in the automotive ecosystem.Key Responsibilities: User management including onboarding and offboarding, role management, profiles, and permissions. Configuration of fields, simple flows, layouts, and business rules. Provide first-level functional support for end users. Create customized reports and dashboards. Document configurations and applied solutions. Participate in training sessions and support the functional team. Collaborate in agile environments to deliver requirements.
We are looking for a dedicated and highly organized Executive Assistant to support a dynamic client in Latin America. This remote position is designed for someone who thrives in fast-paced environments and is passionate about optimizing schedules and managing administrative tasks efficiently.This role is not just about providing basic administrative support; it involves ensuring that the client’s calendar, travel plans, and daily logistics operate smoothly. The ideal candidate will possess exceptional organizational skills, prioritize tasks effectively, and communicate clearly to keep everything on track.The successful candidate will be detail-oriented, resourceful, and capable of anticipating needs, troubleshooting scheduling conflicts, and maintaining order in both professional and personal contexts.
Join our dynamic Human Resources team as a highly organized and detail-oriented HR Administrator. In this pivotal role, you will primarily oversee the administration of the Paylocity HRIS system, ensuring data integrity and streamlining HR processes. You will play a key role in managing HR tasks, including onboarding new employees, offboarding exiting employees, and providing support for various HR administrative duties.Key Responsibilities:Paylocity HRIS AdministrationAct as the primary administrator for Paylocity, maintaining and managing employee records effectively.Ensure data integrity through regular audits of the system and updates to employee information.Generate and maintain reports, dashboards, and workflows in Paylocity to drive HR initiatives and metrics.Troubleshoot and resolve any HRIS-related issues, liaising with Paylocity support as necessary.Manage system upgrades and implement new feature rollouts, providing training to staff as required.Onboarding & OffboardingFacilitate the onboarding process for new hires, including preparing offer letters, sending welcome packets, collecting essential documents, and entering new hire data into the HRIS.Ensure a seamless onboarding experience by scheduling orientation sessions, ensuring completion of required paperwork, and coordinating with relevant departments.Manage offboarding procedures, including conducting exit interviews, deactivating system access, and processing final paperwork.Guarantee compliance with company policies and legal requirements throughout the onboarding and offboarding processes.HR Coordinator TasksAssist in maintaining HR compliance by updating employee files, tracking certifications, and monitoring adherence to policies.Support the HR team with employee relations, benefits administration, and other HR-related functions as necessary.Collaborate with payroll to ensure accurate and timely data submission, such as new hires, terminations, and changes in employee status.Provide administrative support in areas like maintaining employee records, responding to inquiries, and generating reports.HRIS Process ImprovementIdentify areas for process improvement in HRIS administration and overall HR operations.Work closely with HR leadership to enhance HR workflows using the Paylocity system, boosting efficiency and employee experience.Develop documentation and procedures for HRIS-related tasks and provide necessary training to staff.
Join PayJoy as a Global Coupa System AdministratorAt PayJoy, we are on a mission to empower underserved customers in emerging markets to achieve financial stability and success. Our innovative technology for secured credit serves as a gateway for new customers entering the credit system. By offering point-of-sale financing and card options, we enable our customers to enjoy a modern quality of life and seize entrepreneurial opportunities. Leveraging advanced machine learning, data science, and anti-fraud AI, we have positively impacted over 18 million customers by 2025, while maintaining sustainable profitability.Role OverviewWe are looking for a dynamic Coupa Administrator to lead the global configuration, governance, and continuous enhancement of our Coupa platform. As the primary system owner, you will ensure platform stability, support business operations, and manage system improvements across all regions. Your responsibilities include managing configurations, coordinating system releases, supporting integrations, and driving process enhancements throughout the Procure-to-Pay ecosystem.The ideal candidate will possess hands-on experience with Coupa administration, strong governance capabilities, and familiarity with multi-regional environments, particularly in LATAM and Asia. Experience with integrations involving NetSuite or other ERP platforms is highly desirable.
Join our dynamic team at Monks as an Administrative Analyst, where your analytical skills and organizational expertise will play a crucial role in streamlining our operations. You will work closely with various departments to enhance efficiency and implement effective administrative strategies.
Birdman seeks an Administrative Assistant to support daily operations at our Zapopan, Jalisco office. This role centers on organization, attention to detail, and a commitment to helping teams and processes run smoothly. Role overview The Administrative Assistant manages documentation, maintains information control, and assists with a range of administrative …
Averna is looking for a Receptionist / Administrative Assistant to support its Zapopan office. This position serves as the first point of contact for clients and visitors, helping to create a welcoming and professional environment. Main responsibilities Answer and direct incoming calls Schedule appointments and manage calendars Maintain office supply inventory Assist with a range of administrative duties as needed What we look for Attention to detail and strong organizational skills Clear and effective communication abilities Proficiency with standard office software This role focuses on supporting daily office operations while ensuring visitors and clients receive prompt and courteous assistance.
Join Metova, a leading company specializing in the distribution of fresh fruits, as we seek a dedicated and proactive Administrative Assistant. In this role, you will support our daily operations and contribute to our team's success.
Join Samsara as a Legal Administrative Assistant, where you will play a vital role in supporting our legal team. We are looking for a detail-oriented professional who thrives in a fast-paced environment and is passionate about facilitating legal processes. In this role, you will assist with document management, scheduling, and communication within the legal department.
Please submit your updated resume in English.We are actively seeking a highly organized and meticulous Medical Administrative Assistant to provide essential support to healthcare providers, ensuring the smooth operation of a medical office environment. The ideal candidate will excel in various administrative responsibilities, such as data entry, appointment scheduling, managing medical records, processing prescription refills, and verifying patient insurance coverage. A strong attention to detail, unwavering commitment to patient confidentiality, and strict adherence to HIPAA regulations are critical for this position.Key Responsibilities:Appointment Scheduling and Calendar Management: Oversee the coordination and scheduling of appointments for both healthcare providers and patients. Efficiently manage calendars to optimize time and resource allocation.Patient Communication: Act as a liaison between patients and healthcare providers by relaying messages, organizing follow-up appointments, and addressing patient inquiries.Documentation and Record Keeping: Ensure the maintenance of accurate and current medical records, including patient histories, treatment plans, and test results, while complying with regulatory standards.Billing and Coding Support: Provide assistance in accurately coding procedures and diagnoses for billing purposes. Work collaboratively with the billing department to resolve discrepancies and ensure timely reimbursements.Medication and Prescription Management: Oversee prescription refills by coordinating with pharmacies and securing prior authorizations as needed. Maintain medication records to guarantee timely delivery of prescriptions to patients.Virtual Team Collaboration: Participate in virtual team meetings and collaborate with colleagues to effectively coordinate patient care and administrative tasks, utilizing virtual communication tools for seamless information sharing.Data Entry and Organization: Accurately input patient information, treatment plans, and other medical data into electronic health record (EHR) systems. Organize medical records for easy access and retrieval.Insurance Verification: Confirm patient insurance coverage and eligibility for medical services. Communicate with insurance providers to obtain necessary authorizations and address coverage-related issues.Insurance Pre-Authorizations: Assist in acquiring pre-authorizations for medical procedures and services from insurance companies. Follow up on requests to ensure timely approvals for patient care.
Full-time|On-site|Texcoco, State of Mexico, Mexico
CIMMYT is an innovative, non-profit, international organization dedicated to addressing the challenges of tomorrow by enhancing agricultural production systems. We focus on improving the yield, quality, and reliability of staple crops such as maize, wheat, triticale, sorghum, millets, and other associated crops through applied agricultural science, particularly in the Global South. Our commitment to fostering strong partnerships significantly enhances the livelihoods and resilience of millions of resource-poor farmers, contributing to a more productive, inclusive, and sustainable agrifood system.We are currently establishing a Roster of qualified professionals to consider for future Administrative Assistant-related opportunities in various locations and areas of expertise.What is a Roster?A roster is a curated pool of pre-assessed, qualified candidates who may be contacted when relevant positions become available, allowing us to respond efficiently to hiring needs and significantly shorten recruitment timelines.We invite applications for roles such as: Grant Management Analyst Administrative Assistant The selected individuals will work at CIMMYT's headquarters in Texcoco, approximately 45 minutes from Mexico City.General Responsibilities for Grant Management Analyst: Coordinate grant management processes. Enhance donor relationships. Support internal and external audits. Participate in meetings with the CGIAR. Ensure proper documentation, archiving, and management of grant information. Responsibilities for Administrative Assistant: Assist with all administrative activities related to consultants and students of the Program. Develop and manage databases, directories, and spreadsheets. Register consultants' banking information in the payment system. Organize and maintain files for consultants and students. Ensure accurate data entry in the relevant databases.
Role Overview: As an Administrative Assistant in the Inspection department, you will play a vital role in ensuring product quality through visual inspections and documentation.Key Responsibilities:Conduct thorough visual inspections of products.Capture photographic evidence for quality assurance.Create and maintain product folders containing all collected photographic evidence.Update and manage the database to ensure accurate product information.Assist in organizing and archiving electronic files.Input data efficiently and accurately.Send validation confirmation emails to relevant stakeholders.Maintain administrative control and record-keeping of documents.
Teamwork makes the stream work. Roku is transforming the way the world enjoys televisionAs the leading TV streaming platform in the U.S., Canada, and Mexico, Roku aims to power every television globally. We pioneered the streaming experience to the TV, connecting viewers to the content they cherish while empowering content creators to build and monetize substantial audiences. Our unique capabilities allow advertisers to engage consumers effectively.From your very first day at Roku, your contributions will be both valuable and recognized. We are a rapidly growing public company where every team member plays a crucial role. Join us and provide extraordinary experiences to millions of TV streamers worldwide while gaining significant exposure across various fields.
Role Overview: We are seeking a detail-oriented and proactive Administrative Assistant to support our Inspection team for a temporary period of 5 months. This role involves conducting visual inspections of products, documenting findings, and maintaining organized records to ensure quality standards are met.Key Responsibilities:Perform visual inspections of products to ensure compliance with quality standards.Capture photographic evidence to document findings during inspections.Compile and maintain product folders containing all necessary documentation and photographic evidence.Manage and update the database to reflect the latest inspection results.Assist with organizing and electronically filing documents for easy access.Input data accurately into the system.Send confirmation of validations via email to relevant stakeholders.Maintain administrative control over documentation processes.
Position: Intellectual Property Prosecution Docketing Clerk & Administrative AssistantSchedule: Monday to Friday, 10:00 a.m. to 6:00 p.m. EST (U.S. time)Key Responsibilities:IP Docketing• Oversee the daily management of incoming and outgoing intellectual property correspondence (including USPTO, WIPO, foreign correspondents, and clients).• Accurately calculate, schedule, update, and close prosecution deadlines in AppColl related to office actions, renewals, annuities, maintenance fees, and PCT deadlines.• Ensure completeness and accuracy of docket entries by reviewing correspondence and filings.• Generate and distribute tailored docket reports for attorneys and internal teams.• Proactively alert attorneys and paralegals to upcoming deadlines, inconsistencies, or urgent issues.• Assist in the transfer of IP portfolios, ensuring data integrity within AppColl and Clio.• Maintain precise client and matter information across all IP systems.Administrative Duties• Manage attorneys' calendars, coordinate meetings, travel arrangements, and organize critical dates.• Monitor practice group mailboxes and appropriately route correspondence.• Draft routine and formal business communication; review and proofread documents.• Organize digital filing systems (Box, Clio, Microsoft 365) and maintain orderly files.• Assist in preparing expense reports and timesheets.• Liaise with court reporters, vendors, and foreign correspondents.• Support attorneys with administrative docket management (reminders, tracking non-substantive deadlines).• Format PDFs, edit documents, manage shipments, and perform various other administrative tasks.Billing, Finance, and Client Relations• Act as a liaison between the Finance team and clients regarding billing inquiries.• Assist in reviewing prebills, gathering necessary documentation, and coordinating billing adjustments.• Follow up on client billing inquiries, clarifications, or document requests.• Support the Finance team with billing flow, invoice status, and specific billing requirements.Specific Requirements:• Bilingual: Advanced English and fluent Spanish; Portuguese is advantageous.• Capable of drafting clear and professional communications for U.S. clients, foreign correspondents, and internal teams with a neutral, service-oriented tone.• Proficient in securely working within cloud environments (AppColl, Clio, Box, Microsoft 365/Teams).• Knowledgeable about managing confidential information and adhering to legal firm confidentiality standards.• Familiar with VoIP tools (Teams, Zoom) and screen sharing capabilities.
Join Assistant Launch as an Executive Assistant!With over six years of experience, we have successfully placed thousands of Executive Assistants with visionary founders and executives. Many of our EAs enjoy long-term partnerships, often staying with the same client for two, three, or even more years. This translates to stable, enduring relationships rather than an ever-changing cycle of short-term positions.At Assistant Launch, we are not merely a virtual assistant marketplace. We are a dedicated placement agency that prioritizes thoughtful matching, ongoing support post-placement, and a commitment to your professional growth.Why Executive Assistants Prefer Working with UsOur clients are high-caliber leaders managing businesses ranging from $500K to over $10M. They are intelligent, ambitious, and eager to tackle new challenges. You will not face micromanagement; instead, you will be empowered to take ownership of your responsibilities.As part of our team, you will have access to AI training and cutting-edge tools that will enhance your efficiency and effectiveness. This is an integral part of our operations, designed to make you faster, sharper, and more indispensable.We Ensure Continuous SupportEvery Executive Assistant participates in a comprehensive four-week accelerator program to establish effective systems with their clients from the outset. Our support doesn’t end there; we are committed to ensuring your success.Real Career Advancement OpportunitiesOur top performers have the chance to move into leadership roles, be matched with premium clients, or even transition to internal positions at Assistant Launch. We have EAs who have thrived with us for over four years, advancing their careers significantly.Compensation That Mirrors Your ExpertiseWe offer competitive pay and benefits that align with or surpass industry standards, taking into account your experience and skills. You can expect performance-based bonuses and regular salary evaluations. Our focus is on building a team of exceptional professionals, and we believe in fair compensation for their contributions.Key ResponsibilitiesManage administrative tasks so your client can concentrate on core business objectives.Efficiently oversee calendars, inboxes, and scheduling.Organize travel arrangements, including flights, hotel bookings, and itineraries, while adapting to last-minute changes.Serve as the primary point of contact for client and vendor communications.Monitor expenses, prepare reports, and manage essential documentation.Conduct research, summarize findings, and assist in decision-making processes.Coordinate projects, track deadlines, and ensure follow-up on action items.Assist with personal tasks as needed (appointments, reservations, errands).Maintain strict confidentiality regarding sensitive business and personal information.QualificationsWe seek candidates with a proven track record in executive support.Operations Management Expertise: You have successfully managed executive calendars and have experience in strategic operations.Proficient Communication Skills: Strong verbal and written communication abilities are essential.Tech-Savvy: Familiarity with AI tools and digital platforms is a must.Confidentiality and Discretion: You understand the importance of handling sensitive information.
Full-time|On-site|Santiago de Querétaro, Querétaro, Mexico
Carreraskiewitmx seeks an Administrative Coordinator based in Santiago de Querétaro, Querétaro, Mexico. This position plays a key part in keeping daily operations organized and efficient. Main responsibilities Support several departments with administrative tasks Help maintain clear communication and information flow throughout the company Assist with day-to-day coordination to ensure operations stay on track Location This role is based in Santiago de Querétaro, Querétaro, Mexico.
We are seeking a skilled Linux Administrator to join our dynamic team. In this role, you will be responsible for managing and maintaining our Linux systems, ensuring optimal performance and security. You will collaborate with cross-functional teams to implement solutions that enhance our infrastructure and support our business operations.
Join SGS as an Administrative Intern in Ciudad de México and kickstart your career in a dynamic environment. This internship will provide you with invaluable experience across multiple departments including Certification, Consulting, Training, and Other Services. You will gain hands-on experience, develop your skills, and contribute to various projects that impact our operations.
Executive Assistant to the FounderDepartment: Executive / AdministrationLocation: RemoteEmployment Type: Full-timePosition OverviewThe Executive Assistant to the Founder plays a pivotal role in providing comprehensive administrative, operational, and personal support to ensure that the Founder’s time and priorities are effectively managed. This position encompasses calendar and communication management, executive coordination, business administration, and selected HR responsibilities.In the fast-paced world of e-commerce, the Executive Assistant must excel in a dynamic atmosphere characterized by numerous stakeholders—vendors, partners, customer requirements, marketing strategies, fulfillment operations, and internal processes. The ideal candidate is resourceful, proactive, detail-oriented, and possesses a mindset focused on continuous improvement, capable of identifying friction points, enhancing systems, and driving organizational efficiency.Confidentiality is critical in this role; the Executive Assistant will handle sensitive personal, financial, HR, and business information, necessitating the utmost discretion.Core ResponsibilitiesExecutive SupportOversee the Founder’s calendar, manage appointments, and coordinate travel arrangements.Filter, prioritize, and draft communications (emails, calls, messages).Prepare briefing materials, agendas, and follow-ups for meetings.Business OperationsCollaborate with vendors, partners, and internal teams to facilitate smooth operations.Monitor deliverables, deadlines, and project milestones.Assist with marketing, fulfillment, and customer service initiatives as needed.Administrative & HR SupportFacilitate onboarding, documentation, and people-operations tasks.Preserve confidential records and documentation.Assist with budgeting, reporting, and operational paperwork.Continuous ImprovementIdentify inefficiencies and recommend streamlined processes.Implement organizational systems to enhance scalability and predictability.
Full-time|Remote|Remote — Mexico City, Mexico City, Mexico
ALTEN México, a member of the ALTEN Group, operates in over 30 countries, developing high-value technological solutions. With a workforce exceeding 46,000 employees, we are committed to incorporating talent that is dedicated to continuous professional growth.We are currently seeking a Junior Salesforce Administrator to provide functional and operational support within the Salesforce platform, contributing to the stability and evolution of CRM solutions in the automotive ecosystem.Key Responsibilities: User management including onboarding and offboarding, role management, profiles, and permissions. Configuration of fields, simple flows, layouts, and business rules. Provide first-level functional support for end users. Create customized reports and dashboards. Document configurations and applied solutions. Participate in training sessions and support the functional team. Collaborate in agile environments to deliver requirements.
We are looking for a dedicated and highly organized Executive Assistant to support a dynamic client in Latin America. This remote position is designed for someone who thrives in fast-paced environments and is passionate about optimizing schedules and managing administrative tasks efficiently.This role is not just about providing basic administrative support; it involves ensuring that the client’s calendar, travel plans, and daily logistics operate smoothly. The ideal candidate will possess exceptional organizational skills, prioritize tasks effectively, and communicate clearly to keep everything on track.The successful candidate will be detail-oriented, resourceful, and capable of anticipating needs, troubleshooting scheduling conflicts, and maintaining order in both professional and personal contexts.
Join our dynamic Human Resources team as a highly organized and detail-oriented HR Administrator. In this pivotal role, you will primarily oversee the administration of the Paylocity HRIS system, ensuring data integrity and streamlining HR processes. You will play a key role in managing HR tasks, including onboarding new employees, offboarding exiting employees, and providing support for various HR administrative duties.Key Responsibilities:Paylocity HRIS AdministrationAct as the primary administrator for Paylocity, maintaining and managing employee records effectively.Ensure data integrity through regular audits of the system and updates to employee information.Generate and maintain reports, dashboards, and workflows in Paylocity to drive HR initiatives and metrics.Troubleshoot and resolve any HRIS-related issues, liaising with Paylocity support as necessary.Manage system upgrades and implement new feature rollouts, providing training to staff as required.Onboarding & OffboardingFacilitate the onboarding process for new hires, including preparing offer letters, sending welcome packets, collecting essential documents, and entering new hire data into the HRIS.Ensure a seamless onboarding experience by scheduling orientation sessions, ensuring completion of required paperwork, and coordinating with relevant departments.Manage offboarding procedures, including conducting exit interviews, deactivating system access, and processing final paperwork.Guarantee compliance with company policies and legal requirements throughout the onboarding and offboarding processes.HR Coordinator TasksAssist in maintaining HR compliance by updating employee files, tracking certifications, and monitoring adherence to policies.Support the HR team with employee relations, benefits administration, and other HR-related functions as necessary.Collaborate with payroll to ensure accurate and timely data submission, such as new hires, terminations, and changes in employee status.Provide administrative support in areas like maintaining employee records, responding to inquiries, and generating reports.HRIS Process ImprovementIdentify areas for process improvement in HRIS administration and overall HR operations.Work closely with HR leadership to enhance HR workflows using the Paylocity system, boosting efficiency and employee experience.Develop documentation and procedures for HRIS-related tasks and provide necessary training to staff.
Join PayJoy as a Global Coupa System AdministratorAt PayJoy, we are on a mission to empower underserved customers in emerging markets to achieve financial stability and success. Our innovative technology for secured credit serves as a gateway for new customers entering the credit system. By offering point-of-sale financing and card options, we enable our customers to enjoy a modern quality of life and seize entrepreneurial opportunities. Leveraging advanced machine learning, data science, and anti-fraud AI, we have positively impacted over 18 million customers by 2025, while maintaining sustainable profitability.Role OverviewWe are looking for a dynamic Coupa Administrator to lead the global configuration, governance, and continuous enhancement of our Coupa platform. As the primary system owner, you will ensure platform stability, support business operations, and manage system improvements across all regions. Your responsibilities include managing configurations, coordinating system releases, supporting integrations, and driving process enhancements throughout the Procure-to-Pay ecosystem.The ideal candidate will possess hands-on experience with Coupa administration, strong governance capabilities, and familiarity with multi-regional environments, particularly in LATAM and Asia. Experience with integrations involving NetSuite or other ERP platforms is highly desirable.
Join our dynamic team at Monks as an Administrative Analyst, where your analytical skills and organizational expertise will play a crucial role in streamlining our operations. You will work closely with various departments to enhance efficiency and implement effective administrative strategies.
