Executive Assistant & Digital Office Coordinator

Pay:$15,000 MXN
Job Type: Full-time
Schedule: Monday – Friday (U.S. business hours aligned)
Work Location: Remote
Language Requirement: English C1 or higher – Required

⚠ This role requires exceptional organizational skills, professional communication, and the ability to manage multiple priorities simultaneously. Candidates should be comfortable supporting leadership teams, coordinating meetings, handling administrative projects, and adapting to evolving business needs.

About the Role

We are seeking an Executive Assistant & Digital Office Coordinator to support leadership with scheduling, meeting coordination, administrative operations, project follow-up, and digital office management.

This role is ideal for someone who thrives in a fast-paced environment and enjoys being the person who keeps everything organized, moving forward, and on track. You will serve as a trusted support partner to leadership, helping coordinate meetings, track action items, manage recurring processes, conduct research projects, and provide light digital content support when needed.

The ideal candidate is proactive, resourceful, highly organized, and comfortable handling a wide variety of responsibilities while maintaining professionalism and attention to detail.

Key Responsibilities

Calendar & Meeting Coordination (Primary Focus)

• Coordinate and schedule meetings for leadership team members
• Manage calendar availability and propose suitable meeting times for clients, partners, and prospects
• Handle scheduling communications and ensure a professional first impression for external contacts
• Monitor calendars and proactively identify scheduling conflicts
• Send reminders and ensure leaders are prepared for upcoming meetings
• Support meeting logistics and follow-up communications when necessary

Meeting Support & Administrative Coordination

• Prepare meeting agendas for recurring team and company meetings
• Attend designated meetings and take detailed notes
• Create and distribute meeting summaries, recaps, and action items
• Track action items and follow up with team members on outstanding tasks
• Help ensure projects and initiatives stay on schedule

Executive Support & Task Management

• Act as an accountability partner by helping leadership track deadlines, commitments, and priorities
• Maintain task lists and monitor upcoming deliverables
• Provide reminders regarding commitments, projects, and deadlines
• Assist with miscellaneous administrative requests and special projects
• Adapt to changing priorities and support new initiatives as they arise

Research & Vendor Coordination

• Research vendors, service providers, and business solutions
• Request and compare quotes from suppliers and contractors
• Gather information and present organized recommendations
• Support office-related projects and operational improvements
• Analyze options and help leadership make informed decisions

Employee & Client Recognition Programs

• Coordinate employee recognition initiatives and milestone celebrations
• Assist with rewards programs, gift cards, appreciation gifts, and company acknowledgments
• Support client appreciation initiatives and relationship-building efforts
• Manage logistics related to recognition programs and special occasions

Digital Office & Social Media Support

• Assist with light social media posting when requested
• Post company updates, employee celebrations, event photos, and recognition content
• Support content publishing on platforms such as LinkedIn and Instagram
• Ensure content follows established branding and communication guidelines
• Coordinate with marketing partners when content or assets are needed

Webinar & Virtual Event Support

• Assist with webinar setup and coordination
• Manage Zoom meeting logistics and event preparation
• Monitor attendee participation and provide administrative support during virtual events
• Help ensure a professional and organized attendee experience

Qualifications (Required)

• 2+ years of experience as an Executive Assistant, Administrative Assistant, Office Coordinator, or similar role
• English proficiency at C1 level or higher (written and spoken)
• Exceptional organizational and time management skills
• Strong written communication and professional email etiquette
• Ability to manage multiple projects and deadlines simultaneously
• Experience coordinating calendars, meetings, and executive schedules
• Strong attention to detail and follow-through
• High level of professionalism and discretion
• Ability to work independently and proactively solve problems

Preferred Qualifications

• Experience supporting multiple executives or leadership team members
• Familiarity with Zoom, Calendly, Google Workspace, Microsoft Office, and project management tools
• Experience creating meeting agendas and documenting meeting notes
• Basic social media management experience
• Experience conducting research and vendor sourcing
• Background in remote team environments

Ideal Candidate Profile

• Highly organized and naturally proactive
• Strong written and verbal communicator
• Comfortable handling a wide variety of tasks and responsibilities
• Resourceful and able to find solutions independently
• Tech-savvy and quick to learn new systems
• Professional, dependable, and detail-oriented
• Flexible and adaptable to changing business needs
• Comfortable working in a role where responsibilities evolve over time

Job Type: Full-time

Pay: $15,000.00 per month

Work Location: Remote