Executive Assistant to the CEO

NAPS Careers; Tijuana; Presencial; MXN 600.000 - 800.000; Jornada completa

Descripción de la vacante

NAPS Careers is seeking an Executive Assistant to the CEO in a fast paced environment in Tijuana (Mexico). The role partners with the CEO to optimize time, manage complex calendars, and coordinate executive communications with boards, investors, and key partners.

The ideal candidate will demonstrate exceptional discretion, strong organization, and the ability to anticipate needs while managing multiple priorities.

Formación

• Minimum 5+ years of executive support experience, including at least 3 years supporting a CEO or senior leader.
• Demonstrated ability to handle highly confidential information with discretion and professionalism.
• Proven track record managing complex calendars, travel, meetings, and competing priorities.
• Experience coordinating with boards, investors, clients, and senior stakeholders.

Responsabilidades

• Manage and maximize the CEO's time through calendar control, prioritization, and gatekeeping.
• Prepare briefing materials, agendas, and decision summaries for meetings and events.
• Coordinate Board, investor communications, and executive logistics.
• Plan complex domestic and international travel and executive events.
• Provide discreet personal support and manage confidential information and expenses.

Conocimientos

Executive support

Calendar management

Stakeholder management

Discretion

Problem solving

Communication

Time management

Educación

Bachelors degree

Herramientas

Microsoft 365

Outlook

Excel

PowerPoint

SharePoint

Teams

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.
• 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.
• 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.
• 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.