Contactica is a full-service digital marketing agency with operations in San Juan, Puerto Rico, and Medellín, Colombia. Its team develops and delivers marketing solutions across a range of digital capabilities, supporting clients and partners with strategy and execution. The company emphasizes a culturally driven approach and brings together a diverse team to create practical, effective campaigns for different audiences and business needs.
Executive Coordinator to the CEO (Remote, Mexico)
Support Contactica’s CEO across personal administration, business coordination, travel, and legal matters. Contactica is a technology and creativity company serving banking, insurance, and consumer packaged goods.
Description
- Oversee the CEO’s personal calendar, appointments, reminders, and daily schedule
- Arrange personal and business travel, including flights, lodging, transportation, and itinerary updates
- Manage personal administration such as payments, renewals, purchases, documentation, and follow-up
- Coordinate with service providers, vendors, financial institutions, attorneys, legal advisers, notaries, and other external organizations
- Handle reservations, gifts, social engagements, and personal logistics
- Manage the CEO’s professional calendar, meetings, commitments, and protected strategic time
- Organize internal and external meetings, including scheduling, confirmations, preparation, and follow-up
- Monitor action items, deadlines, commitments, pending decisions, contractual obligations, renewal dates, and other key dates
- Draft executive summaries, meeting notes, correspondence, documents, and administrative materials
- Assist with selected operational and business initiatives that require coordination and execution
- Serve as a trusted liaison among the CEO, internal teams, external partners, professional advisers, and legal counsel
- Provide administrative assistance with legal matters and coordinate documentation, signatures, notarizations, certifications, and related formalities
- Keep accurate records of legal documents and confidential information
- Set priorities, escalate important issues, anticipate problems, and resolve urgent matters
- Build dependable systems for organization, follow-up, reminders, and execution
- Own assigned responsibilities and improve processes that reduce the CEO’s administrative workload
Requirements
- Experience supporting a CEO, founder, senior executive, or other high-level professional as an executive assistant, personal assistant, or executive coordinator
- Demonstrated ability to manage personal and professional responsibilities concurrently
- Outstanding organization, planning, and follow-through
- Solid knowledge of administrative processes and confidential document handling
- Working familiarity with legal terminology, contracts, and legal or regulatory procedures
- Ability to collaborate effectively with attorneys, professional advisers, vendors, and external organizations
- Excellent written and spoken communication
- Strong attention to detail, sound judgment, and the ability to anticipate needs
- Discretion, maturity, integrity, and reliability in handling sensitive matters
- Ability to work independently, solve problems, and adapt quickly in a fast-moving environment
- Proficiency with digital calendars, spreadsheets, document management systems, and communication tools
- Academic study or professional training in Law, Legal Studies, Business Administration, or a related discipline
- Experience as a Legal Assistant, Legal Administrative Coordinator, Executive Assistant in a legal setting, or in a comparable role
- Experience managing contracts, legal records, compliance documentation, and coordination with external counsel
- Familiarity with corporate and personal administrative procedures
- Experience assisting senior executives with international business or personal matters
- Strong written and verbal English and Spanish
- Experience handling highly confidential financial, corporate, or legal information
Benefits
- Primarily remote working arrangement
- Fast-moving environment focused on innovative work