Executive Coordinator – CEO

Contactica

. Manage the CEO's personal calendar, appointments, reminders, and daily scheduling needs .

Posted 10/8/2026full-timeRemote • MexicoMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in managing complex calendars, coordinating travel arrangements, and handling confidential documentation while supporting high-level executives. Proficient in legal terminology and administrative processes, with strong organizational and communication skills.

Highest-signal resume keywords

Executive Support ExperienceCalendar ManagementLegal Documentation CoordinationBilingual Communication SkillsOrganizational Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementTravel CoordinationLegal DocumentationContract ManagementDocument ManagementAdministrative ProcessesConfidential Information HandlingCompliance ManagementMeeting CoordinationAction Item Tracking

Soft Skills

Attention to DetailProblem SolvingDiscretionIntegrityAdaptability

Tools & Technologies

Digital CalendarsSpreadsheetsCommunication Tools

Industry Keywords

Executive AssistantLegal AssistantBusiness AdministrationLegal StudiesCorporate Procedures

About the role

Key responsibilities & impact

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

What you’ll need

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

Comp & perks

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