The posting
Location: Guadalajara, Jalisco, Mexico (Hybrid)
Employment Type: Full-time
Company: MezTal | Supporting a US-Based Healthcare & Medical Equipment Company
About the Role
MezTal is looking for a highly organized, detail-oriented Marketing Administrative Assistant to support the marketing team of a US-based company specializing in healthcare and medical equipment solutions.
This role is ideal for someone with hands-on experience in administrative support, marketing coordination, document management, and internal communications who enjoys keeping daily operations organized and running smoothly.
You will work closely with a US-based marketing team, handling administrative requests, maintaining trackers and shared documents, coordinating internal activities, and documenting recurring processes to support future AI automation initiatives.
We are looking for someone who is proactive, comfortable managing multiple priorities, and confident communicating in English with US-based colleagues.
This is primarily an administrative and marketing operations support role, rather than a creative design, digital advertising, or marketing strategy position.
Key Responsibilities
Marketing & Administrative Support
- Provide day-to-day administrative and operational support to the US marketing team.
- Create, update, and maintain Excel spreadsheets, trackers, reports, presentations, and other business documents.
- Assist with marketing-related requests, including proposals, simple presentations, territory information, and internal materials.
- Organize incoming requests, track deadlines, and follow up to ensure tasks are completed accurately and on time.
- Coordinate with different team members to gather information and support ongoing projects.
Document Management & SharePoint
- Maintain organized shared folders, documents, and marketing resources using Microsoft SharePoint and other collaboration tools.
- Update existing files, trackers, and internal documentation to ensure information remains accurate and accessible.
- Support document organization, version control, and consistent file management practices.
Internal Communications & Coordination
- Support the coordination of internal meetings, monthly town halls, training sessions, and company events.
- Assist with distributing approved internal announcements and communications.
- Maintain records of employee suggestions, track their status, and coordinate follow-up with the appropriate departments.
- Communicate proactively with US-based stakeholders regarding task progress, pending information, and deadlines.
Process Documentation & AI Readiness
- Document recurring administrative and marketing processes through clear, step-by-step instructions.
- Identify repetitive tasks and help organize workflows that could benefit from future automation.
- Use AI productivity tools, when appropriate, to support administrative efficiency, documentation, and routine tasks.
- Collaborate with team members to keep process documentation accurate and up to date.
Requirements
- At least 1 year of hands-on experience in administrative support, marketing administration, marketing coordination, or a similar operations support role.
- Advanced English communication skills, both written and spoken, to collaborate daily with a US-based team.
- Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook, including experience maintaining trackers, organizing data, and preparing professional documents.
- Previous experience managing shared documents, digital files, and internal information using SharePoint, OneDrive, or similar collaboration platforms.
- Experience coordinating multiple administrative requests, managing deadlines, and following up with different stakeholders.
- Ability to create or maintain process documentation, instructions, checklists, or standard operating procedures (SOPs).
- Strong attention to detail, organizational skills, and ability to work independently.
- Comfortable working in a fast-paced environment where priorities and requests may change.
- Availability to work full-time in a hybrid arrangement in Guadalajara, aligned with the US team's working hours.
Preferred Qualifications
- Previous experience providing administrative support to a marketing or communications department.
- Experience working directly with US-based teams or international stakeholders.
- Hands-on experience with Microsoft SharePoint for document organization and maintenance.
- Familiarity with project management tools such as Monday.com, Asana, or Trello.
- Experience supporting internal communications, company meetings, employee engagement programs, or event logistics.
- Practical experience using AI tools such as ChatGPT or Microsoft Copilot to improve administrative productivity.
- Basic experience with Canva or other tools for creating simple presentations and marketing materials.
- Associate's or Bachelor's degree in Marketing, Business Administration, Communications, or a related field.
What We're Looking For
We are especially interested in candidates who have already worked in an administrative or marketing support environment and can demonstrate experience with:
- Keeping spreadsheets, documents, and shared information accurate and organized.
- Managing several requests simultaneously without losing track of deadlines.
- Following up proactively with different team members.
- Documenting recurring tasks and maintaining clear internal procedures.
- Communicating professionally and confidently in English.
- Using digital tools to improve organization and everyday productivity.
The ideal candidate is someone who enjoys execution, organization, and follow-through, and takes ownership of administrative tasks from start to finish.
Benefits
- Christmas Bonus: 30 days, to be paid in December.
- Major Medical Expense Insurance: Coverage up to $25,000,000.00 MXN.
- Dental and Visual Insurance: Always smile and see with confidence!
- Life Insurance: (Death and MXN Disability)
- Vacation Days: 12 vacation days in accordance with Federal Labor Law
- Floating Holidays: 3 floating holidays in addition to the 7 official holidays in Mexico.
- Cell Phone & Transportation Allowance: Employees receive a monthly total gross allowance of MXN $1,836, paid through payroll under the combined transportation and cell phone concepts.
- Hybrid Scheme: Enjoy the best of both worlds, remote and in-office work.
- Multicultural Exposure: Work with operations within Mexico and the United States.
- MezTal Internal Events: Strike a healthy balance between your professional and personal goals.
- Exclusive Discounts: Benefits with different companies for being part of MezTal.
- Academic Agreements: Access to national universities and language schools.
