Executive Coordinator – CEO

This is a fully remote position, open to applicants in Mexico.

📋 Description

• Oversee the CEO's personal calendar, appointments, reminders, and daily scheduling requirements.

• Arrange personal and business travel logistics, including flights, accommodations, transportation, and itinerary modifications.

• Manage personal administrative tasks such as payments, renewals, purchases, documentation, and follow-up.

• Collaborate with personal service providers, vendors, financial institutions, attorneys, legal advisors, notaries, and external organizations.

• Assist with reservations, gifts, social engagements, and personal logistics.

• Organize the CEO's professional calendar, meetings, commitments, and focused strategic time.

• Coordinate both internal and external meetings, including scheduling, confirmations, preparation, and follow-up actions.

• Monitor action items, deadlines, commitments, pending decisions, contractual obligations, renewal dates, and critical due dates.

• Draft executive summaries, meeting notes, correspondence, documents, and other administrative materials.

• Assist with selected operational and business initiatives that require coordination and execution.

• Serve as a reliable point of contact between the CEO and internal teams, external partners, professional advisors, and legal counsel.

• Provide administrative assistance in legal matters and facilitate legal documentation, signatures, notarizations, certifications, and formalities.

• Maintain precise records of legal documents and confidential information.

• Identify priorities, escalate pertinent issues, foresee problems, and address urgent matters.

• Develop dependable systems for organization, follow-up, reminders, and execution.

• Take ownership of assigned tasks and enhance processes to alleviate the CEO's administrative burden.

⛳️ Requirements

• Prior experience supporting a CEO, founder, senior executive, or high-level professional in roles such as executive assistant, personal assistant, or executive coordinator.

• Demonstrated ability to juggle both personal and professional responsibilities effectively.

• Outstanding organizational, planning, and follow-up capabilities.

• Strong comprehension of administrative processes and experience managing confidential documentation.

• Knowledge of basic legal terminology, contractual documentation, and legal or regulatory procedures.

• Capability to coordinate effectively with attorneys, professional advisors, vendors, and external institutions.

• Exceptional written and verbal communication skills.

• Keen attention to detail, sound judgment, and ability to anticipate needs.

• High level of discretion, maturity, integrity, and trustworthiness.

• Capacity to work independently, solve problems, and adapt swiftly in a dynamic environment.

• Proficiency with digital calendars, spreadsheets, document management, and communication tools.

• Academic background or professional training in Law, Legal Studies, Business Administration, or a related discipline.

• Previous experience as a Legal Assistant, Legal Administrative Coordinator, Executive Assistant in a legal context, or a similar role.

• Experience in managing contracts, legal documentation, compliance-related records, and coordination with external counsel.

• Familiarity with corporate and personal administrative procedures.

• Experience supporting senior executives with international business or personal affairs.

• Strong communication skills in both English and Spanish.

• Experience dealing with highly confidential financial, corporate, or legal data.

🏝️ Benefits

• Primarily remote work environment.

• Dynamic, innovative work atmosphere.