Executive Coordinator – CEO

Job not on LinkedIn

🔥 3 minutes ago

🇲🇽 Mexico – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👔 Executive

👻 Ghost score 10%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Contactica

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

👥 B2C

Consulting • Marketing • B2C

Contactica is a leading full-service digital marketing agency based in San Juan, Puerto Rico, with additional headquarters in Medellín, Colombia. The company specializes in delivering comprehensive digital marketing solutions for its clients, leveraging its expertise in various capabilities to effectively serve a diverse range of clients and partners. Contactica is known for its culturally driven approach and diverse team, working to provide innovative and effective marketing strategies.

📋 Description

• Manage the CEO's personal calendar, appointments, reminders, and daily scheduling needs • Coordinate personal and business travel arrangements, including flights, accommodations, transportation, and itinerary changes • Handle personal administrative responsibilities, including payments, renewals, purchases, documentation, and follow-up • Coordinate with personal service providers, vendors, financial institutions, attorneys, legal advisors, notaries, and external institutions • Support reservations, gifts, social commitments, and personal logistics • Manage the CEO's professional calendar, meetings, commitments, and strategic focus time • Coordinate internal and external meetings, including scheduling, confirmations, preparation, and follow-up • Track action items, deadlines, commitments, pending decisions, contractual obligations, renewal dates, and important deadlines • Prepare executive summaries, meeting notes, correspondence, documents, and administrative materials • Support selected operational and business initiatives requiring coordination and execution • Act as a trusted point of contact between the CEO and internal teams, external partners, professional advisors, and legal counsel • Provide administrative support in legal-related matters and coordinate legal documentation, signatures, notarizations, certifications, and formalities • Maintain accurate records of legal documents and confidential information • Identify priorities, escalate relevant issues, anticipate problems, and resolve urgent matters • Establish reliable systems for organization, follow-up, reminders, and execution • Take ownership of assigned responsibilities and improve processes to reduce the CEO's administrative workload

🎯 Requirements

• Previous experience supporting a CEO, founder, senior executive, or high-level professional in an executive assistant, personal assistant, or executive coordinator capacity • Proven ability to manage both personal and professional responsibilities simultaneously • Exceptional organizational, planning, and follow-up skills • Strong understanding of administrative processes and experience handling confidential documentation • Familiarity with basic legal terminology, contractual documentation, and legal or regulatory procedures • Ability to coordinate effectively with attorneys, professional advisors, vendors, and external institutions • Excellent written and verbal communication skills • Strong attention to detail, sound judgment, and ability to anticipate needs • High level of discretion, maturity, integrity, and trustworthiness • Ability to work independently, solve problems, and adapt quickly in a fast-paced 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 field • Previous experience as a Legal Assistant, Legal Administrative Coordinator, Executive Assistant in a legal environment, or similar position • Experience 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 matters • Strong English and Spanish communication skills • Experience handling highly confidential financial, corporate, or legal information

🏖️ Benefits

• Mostly remote work environment • Fast-paced, cutting-edge work environment