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Posted 5d ago

Executive Coordinator to the CEO

@ Contáctica
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Puerto Rico
RemoteFull Time
Responsibilities:Manage calendar, Coordinate meetings, Track actions
Requirements Summary:Experienced in executive support; strong organization, discretion, calendar and travel coordination, handling confidential information.
Technical Tools Mentioned:Calendar software, Spreadsheets, Documents, Communication tools
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Job Description

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

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.


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. 


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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).