Overview
Executive Coordinator to the CEO Jobs in Mexico at Confidential Careers
Title: Executive Coordinator to the CEO
Company: Confidential Careers
Location: Mexico
We are seeking a highly organized, discreet, and proactive Executive Coordinator to the CEO to provide high-trust support across both personal and professional matters. This role will focus primarily on personal coordination and day-to-day support for the CEO, while also handling selected business-related and administrative responsibilities.
The ideal candidate is resourceful, detail-oriented, calm under pressure, and able to manage multiple priorities with excellent judgment and absolute confidentiality. This person will play a key role in helping the CEO stay organized, protected, and focused by ensuring that both personal and executive matters are handled smoothly and efficiently.
Key Responsibilities
Personal Support
- Manage the CEO’s personal calendar, appointments, reminders, and day-to-day scheduling needs.
- Coordinate personal travel arrangements, including flights, accommodations, transportation, and itinerary changes.
- Handle personal administrative tasks such as payments, renewals, purchases, and follow-up on outstanding matters.
- Coordinate with personal service providers, vendors, and other external contacts as needed.
- Support with reservations, gifts, social commitments, and personal logistics.
- Anticipate needs, identify scheduling conflicts, and proactively resolve issues before they escalate.
- Ensure personal matters are completed end-to-end with minimal oversight.
Executive and Business Support
- Manage the CEO’s professional calendar, helping prioritize meetings, focus time, and logistics.
- Coordinate internal and external meetings, including scheduling, confirmations, and preparation needs.
- Track action items, deadlines, and follow-ups related to key meetings and ongoing priorities.
- Arrange business travel and related logistics.
- Prepare summaries, notes, documents, or basic administrative materials when needed.
- Support selected business and operational tasks tied to the CEO’s day-to-day responsibilities.
- Serve as a reliable coordination point between the CEO and internal or external stakeholders when appropriate.
Operational Excellence
- Handle highly sensitive information with complete confidentiality and discretion.
- Maintain strong systems for organization, follow-up, reminders, and execution.
- Manage last-minute changes and urgent matters with composure and solution-oriented thinking.
- Exercise sound judgment in prioritizing tasks and distinguishing what requires immediate attention.
- Operate with a strong sense of ownership, reliability, and professionalism.
Qualifications
- Previous experience supporting a CEO, founder, senior executive, or in a similar executive/personal assistant or coordinator role.
- Proven ability to manage both personal and professional responsibilities simultaneously.
- Exceptional organizational and follow-up skills.
- Strong attention to detail and ability to anticipate needs.
- High level of discretion, maturity, and trustworthiness.
- Strong written and verbal communication skills.
- Ability to adapt quickly in a fast-paced and dynamic environment.
- A proactive mindset with strong problem-solving ability.
- Comfort using calendars, spreadsheets, documents, and communication tools to stay organized.
What Success Looks Like
- The CEO is able to focus more effectively on high-impact priorities.
- Personal and executive matters are handled smoothly, accurately, and proactively.
- Schedules are well managed and protected.
- Important tasks and follow-ups do not fall through the cracks.
- Urgent issues are addressed quickly and thoughtfully.
- The CEO has strong confidence in the coordinator’s judgment, discretion, and execution.
Compensation and Terms
- Monthly compensation: USD 1,800
- Type of engagement: Indefinite-term contractor
- Paid time off: 15 business days of vacation per year
- Sick/personal leave: 12 days per year for illness or other personal matters
- Holidays: Puerto Rico public holidays
