Executive Assistant to the CEO

NAPS Careers; Tijuana; Presencial; MXN 300.000 - 540.000; Jornada completa

Descripción de la vacante

NAPS Careers seeks an Executive Assistant to the CEO in Tijuana to maximize leadership effectiveness, protect time, and coordinate priorities across business and personal matters. You will manage complex calendars, arrange domestic and international travel, prepare briefing materials, and liaise with board members, investors, clients, and partners with the highest level of discretion.

The ideal candidate has 5+ years of executive support experience, excellent judgment, and proficiency with

Formación

• Minimum of 5+ years in executive support, including at least 3 years with a CEO.
• Experience handling confidential information and managing calendars, travel, and meetings.
• Strong written and verbal communication; ability to coordinate with senior stakeholders.
• SENTRI or Global Entry visa is a plus.

Responsabilidades

• Manage and maintain a complex calendar aligned with strategic priorities.
• Serve as primary gatekeeper, triaging requests and prioritizing accordingly.
• Anticipate conflicts and resolve issues to protect executive time.
• Coordinate meetings, travel, events, and speaking engagements.
• Prepare briefing materials, agendas, and decision summaries for meetings.
• Attend meetings, document key decisions, track actions, and drive follow‑through.
• Draft and edit executive communications reflecting the CEO’s voice.
• Coordinate with Board, investors, clients, and partners on logistics and communications.
• Provide discreet personal support and manage sensitive information.
• Oversee executive expense reporting, invoicing, and budget tracking.
• Lead or support special projects and cross‑functional initiatives.

Conocimientos

Executive support

Calendar management

Discretion

Communication

Problem solving

Educación

Bachelor’s degree preferred or equivalent

Herramientas

Microsoft 365

Outlook

Travel management tools

Document management

Descripción del empleo

The Executive Assistant to the CEO serves as a trusted partner responsible for maximizing the CEO’s effectiveness, protecting the CEO’s time, and ensuring seamless execution across business and personal priorities. This role acts as a key liaison among executive leadership, Board members, investors, clients, advisors, vendors, and other stakeholders.

The ideal candidate demonstrates exceptional judgment, discretion, professionalism, and the ability to anticipate needs, manage competing priorities, and drive timely follow-through on critical initiatives. Success in this role requires maintaining the highest standards of confidentiality while effectively balancing corporate priorities and personal executive support responsibilities.

Key Responsibilities

Executive Support & Calendar Management

• Manage and maintain a complex and dynamic calendar, ensuring alignment with strategic business priorities, critical deadlines, stakeholder engagements, and personal commitments.
• Serve as the primary gatekeeper, assessing requests and determining appropriate prioritization and routing.
• Anticipate upcoming needs, potential conflicts, and time-sensitive matters, proactively resolving issues before they impact executive productivity.
• Coordinate meetings, appointments, conferences, speaking engagements, and executive events.

Meeting & Communication Management

• Prepare executive briefing materials, agendas, background research, stakeholder profiles, and decision summaries for meetings and events.
• Attend meetings as needed, document key decisions, track action items, and drive follow-through.
• Draft, edit, and manage executive-level correspondence, presentations, reports, announcements, and talking points on behalf of the CEO.
• Ensure communications accurately reflect the CEO’s voice, priorities, and expectations.

Board, Investor & Stakeholder Coordination

• Coordinate communications and logistics involving the Board of Directors, investors, clients, legal counsel, financial advisors, and senior business partners.
• Support executive relationship management efforts, including invitations, events, recognition programs, and strategic networking opportunities.

Travel & Event Management

• Plan and coordinate complex domestic and international travel arrangements, including flights, lodging, transportation, visas, itineraries, and contingency planning.
• Manage real-time travel changes and logistical issues with minimal disruption to the CEO’s schedule.
• Coordinate executive events, offsites, conferences, and special engagements as needed.
• Preference for candidates who currently possess or are willing to obtain Global Entry, SENTRI, or similar trusted traveler credentials.

Personal & Confidential Administrative Support

• Provide discreet personal support to the CEO, including personal scheduling, appointments, travel arrangements, household coordination, special events, memberships, and vendor management.
• Handle and maintain highly sensitive personal and corporate information, including financial, legal, personnel, and personal records, while adhering to strict confidentiality and document management standards.

Financial & Administrative Coordination

• Manage executive expense reporting, invoice processing, reimbursements, and administrative budget tracking.
• Coordinate with banks, accountants, attorneys, insurance providers, tax professionals, and other financial service partners as directed.
• Ensure accurate documentation, reconciliation, compliance, and proper separation of business and personal expenditures.

• Project & Office Coordination
• Lead or support special projects, executive initiatives, research assignments, and cross-functional activities on behalf of the CEO.
• Coordinate with internal teams to ensure timely completion of executive priorities.
• Identify opportunities to improve executive office processes, efficiency, and organization.
• Remain flexible and responsive to changing priorities, urgent requests, and business needs.

Requirements

• Minimum of 5+ years of executive support experience, including at least 3 years supporting a CEO, President, Founder, SVP, or other senior executive leader.
• Experience handling highly confidential information, including personal identifying information, financial records, legal documents, and executive communications.
• Proven ability to manage complex calendars, executive travel, meetings, and competing priorities.
• Experience coordinating with senior executives, external partners, vendors, clients, and key stakeholders.
• U.S. Visa (SENTRI or Global Entry is a plus)

Preferred Experience

• Experience supporting executives within financial services, professional services, private equity-backed, high-growth, or regulated organizations.
• Experience providing both executive and personal support to senior leaders.
• Experience supporting Board-level activities and investor relations.
• Bachelor’s degree preferred or equivalent combination of education and experience.

Skills & Competencies

• Exceptional discretion, integrity, and professionalism.
• Outstanding organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to anticipate needs and proactively solve problems.
• Strong attention to detail and follow-through.
• Ability to remain calm and effective under pressure and changing priorities.
• Excellent interpersonal skills and emotional intelligence.
• Financial and administrative acumen.
• Ability to work independently while exercising sound judgment.

Technical Proficiency

• Advanced proficiency with Microsoft 365, including Outlook, Excel, Word, PowerPoint, Teams, and SharePoint.
• Experience with travel management, expense management, scheduling, collaboration, and document management platforms.
• Ability to quickly learn and adapt to new technologies and systems.

Work Environment

• Regular business hours are Monday through Friday, typically between 7:00 a.m. and 5:00 p.m., with flexibility to accommodate business priorities. (Occasional after-hours support and travel may be required.)

Why Join Us?

This is a unique opportunity to partner closely with the CEO of a growing organization and play a critical role in driving executive effectiveness, operational excellence, and strategic execution. The ideal candidate thrives in high-trust environments, enjoys solving complex challenges, and is passionate about delivering exceptional support at the highest levels of an organization.