Executive Coordinator to the CEO

ABOUT US

Contáctica is the leading Martech Creative Agency in Puerto Rico, a strong challenger in Latin America, and a dynamic catalyst for growth in the U.S. mainland. For over 20 years we have challenged the status quo and accelerated the evolution of visionary companies and their teams by delivering pioneering knowledge, transformative Martech Solutions, and full-spectrum Marketing Agency Services.

With headquarters in Puerto Rico and Colombia, and a closely integrated team working from across ten countries, we are uniquely positioned to serve key industries such as Banking, Insurance, and Consumer Packaged Goods (CPGs), while tackling the most complex brand, product, and business challenges of today and tomorrow.

In 2025, as we enter a new era of Hyper-Evolution, we are passionately committed to drive growth and innovation by leveraging the Power of Humanity + Artificial Intelligence. Our unwavering focus remains untouched: to provide exceptional business outcomes through Strategic-Thinking, Creativity, and Deep Client Insight, augmented by Cutting-Edge Technologies.

If you share our Beliefs—and are committed to Act on them fully—we invite you to read the requirements of this position and consider applying.

JOB DESCRIPTION

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

• Manage the CEO's personal calendar, appointments, reminders, and daily scheduling needs.
• Coordinate personal travel arrangements, including flights, accommodations, transportation, and itinerary changes.
• Handle personal administrative responsibilities, including payments, renewals, purchases, documentation, and follow-up on outstanding matters.
• Coordinate with personal service providers, vendors, financial institutions, and other external contacts.
• Support reservations, gifts, social commitments, and personal logistics.
• Anticipate needs, identify potential conflicts, and proactively resolve issues.
• Manage personal administrative procedures and coordinate documentation with relevant institutions.
• Ensure personal matters are handled accurately, efficiently, and from beginning to end with minimal oversight.

Executive and Business Support

• Manage the CEO's professional calendar, prioritizing meetings, commitments, and strategic focus time.
• Coordinate internal and external meetings, including scheduling, confirmations, preparation, and follow-up.
• Track action items, deadlines, commitments, and pending decisions.
• Arrange business travel and related logistics.
• 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, and professional advisors.
• Identify priorities, escalate relevant issues, and ensure important matters receive timely attention.

Legal and Administrative Coordination

• Provide administrative support in legal-related matters, ensuring proper organization, documentation, and timely follow-up.
• Coordinate directly with external attorneys, legal advisors, notaries, and relevant institutions on behalf of the CEO, when authorized.
• Assist in organizing, reviewing for completeness, and tracking contracts, agreements, legal correspondence, and supporting documentation.
• Maintain accurate records of legal documents, contractual obligations, renewal dates, and important deadlines.
• Coordinate signatures, notarizations, certifications, and other legal or administrative formalities.
• Follow up on outstanding legal matters, requested information, and documentation required by legal counsel.
• Support administrative processes involving corporate documentation, personal legal matters, and regulatory requirements.
• Recognize sensitive legal or contractual issues that require escalation to qualified legal professionals.
• Handle confidential legal information with the highest level of discretion and professionalism.

This position does not require practicing law or providing legal advice, but candidates must be comfortable working with legal documentation, understanding basic legal terminology, and coordinating effectively with legal professionals.

• Maintain strict confidentiality when handling sensitive personal, financial, business, and legal information.
• Establish reliable systems for organization, follow-up, reminders, and execution.
• Manage last-minute changes, urgent matters, and competing priorities calmly and efficiently.
• Demonstrate independent judgment when prioritizing requests and determining what requires the CEO's immediate attention.
• Take full ownership of assigned responsibilities and ensure consistent execution.
• Identify opportunities to simplify processes, improve organization, and reduce the CEO's administrative workload.
• Maintain a high standard of accuracy, responsiveness, professionalism, and accountability.

Qualifications

• 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 the 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.

Preferred Qualifications

• 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.

Key Competencies

• Trust and discretion: Handles confidential and sensitive information responsibly.
• Proactivity: Anticipates needs and takes action without requiring constant direction.
• Execution and ownership: Follows through until matters are fully resolved.
• Legal and administrative awareness: Understands basic legal processes, recognizes documentation requirements, and knows when to escalate.
• Prioritization: Distinguishes urgent matters from routine requests and protects the CEO's time.
• Problem-solving: Finds practical solutions and manages unexpected situations effectively.
• Attention to detail: Ensures accuracy in schedules, documentation, communications, and execution.
• Adaptability: Remains calm and effective in dynamic or high-pressure situations.

What Success Looks Like

• The CEO can focus on high-impact priorities with fewer administrative interruptions.
• Personal, professional, and legal-administrative matters are managed proactively and efficiently.
• Important documents, contractual obligations, and administrative deadlines are properly organized and monitored.
• Coordination with attorneys and external advisors is timely, accurate, and reliable.
• Schedules, commitments, and confidential information are managed with exceptional care.
• Tasks and follow-ups are completed without repeated reminders.
• Potential problems are anticipated and escalated appropriately.
• The CEO has complete confidence in the coordinator's judgment, discretion, reliability, and ability to execute independently.
• Required
• Operational Excellence
• Personal Support

START THE JOURNEY

If you share our beliefs—and are committed to act on them fully—we invite you to apply to join our team and experience the thrill of working in a fast-paced, cutting-edge, mostly remote environment.

Apply here and start the journey. Please include a personal letter with your application explaining why you're the best person for this position.

We are Contáctica, a technology and creativity company tackling the most complex brand, product, and business challenges of today and tomorrow while serving key industries such as banking, insurance, and consumer packaged goods (CPGs).

Originally posted on Himalayas