Executive Operations Coordinator

1840 & Company; Ciudad de México; A distancia; MXN 297.000 - 347.000; Jornada completa

Descripción de la vacante

1840 & Company is seeking a senior Executive Assistant / Business Operations Coordinator to directly support the owner of a US-based professional services business. This offshore role follows US Central Time hours and requires independent, proactive, and discreet executive support.

The candidate will manage calendars, emails, client scheduling, and communications, while helping with Microsoft 365, CRM, and other systems. A background in professional services and strong English are essential.

Formación

• 5+ years of professional experience in executive support, business operations, or similar.
• Direct experience supporting a U.S.-based CEO or senior executive is preferred.
• Exceptional spoken and written English with a polished, professional communication style.
• Strong organizational, judgment, and discretion when handling confidential information.

Responsabilidades

• Manage the executive's calendar, appointments, and meetings.
• Handle email correspondence, follow-ups, and prioritization.
• Coordinate client scheduling and communications, with proactive follow-ups.
• Draft and edit professional emails, documents, and presentations.
• Track projects, deadlines, and action items to ensure timely completion.
• Coordinate with clients, vendors, and stakeholders on behalf of the executive.
• Maintain organized records and workflows, and manage business documentation.

Conocimientos

Executive support

Business operations

English proficiency

Calendar management

Communication

Herramientas

Microsoft 365

Descripción del empleo

About the Job

We are seeking an exceptional, senior-level Executive Assistant / Business Operations Coordinator to provide direct support to the owner of a U.S.-based professional services business.This is a full-time offshore position aligned with U.S. Central Time business hours. The role is designed for a highly capable business professional who can take significant responsibilities off the owner's plate, operate independently, anticipate needs, and develop into a trusted right-hand partner.This is not a traditional or entry-level Virtual Assistant role. We are looking for someone with strong business judgment, professionalism, initiative, communication skills, and the ability to manage responsibilities with minimal oversight.

Responsibilities

• Manage the executive's calendar, appointments, meetings, and scheduling.
• Manage and organize email correspondence, follow-ups, and priorities.
• Coordinate client scheduling, communications, and follow-up activities.
• Draft, edit, and prepare professional emails, documents, presentations, and other business communications.
• Track projects, action items, deadlines, and outstanding requests to ensure timely completion.
• Coordinate with clients, vendors, outside professionals, and other business stakeholders on behalf of the executive.
• Maintain organized records, workflows, and business documentation.
• Assist with Microsoft 365, CRM, and other business systems and platforms.
• Support administrative and operational processes across the business.
• Conduct research, gather information, and prepare summaries or materials as needed.
• Identify and follow up on outstanding items without requiring constant direction.
• Anticipate the executive's needs and proactively address issues before they become problems.
• Take ownership of assigned tasks and projects from start to completion.
• Handle confidential and sensitive business information with a high degree of discretion and integrity.

Qualifications

• 5+ years of professional experience in executive support, business operations, administration, or a related professional environment.
• Proven experience directly supporting a U.S.-based CEO, founder, executive, business owner, or senior professional.
• Exceptional spoken and written English with a polished, professional communication style.
• Excellent phone and video presence, with experience communicating directly with U.S. clients and professionals.
• Strong proficiency with Microsoft 365, particularly Outlook, Teams, Word, Excel, and PowerPoint.
• Strong general technology skills and the ability to quickly learn new systems, software, and business processes.
• Excellent organizational skills, follow-through, judgment, and attention to detail.
• High level of discretion and integrity when handling confidential information.
• Ability to prioritize competing responsibilities and make sound decisions independently.
• Proactive, resourceful, and solutions-oriented approach to work.
• Strong ability to manage tasks, deadlines, and follow-ups with minimal supervision.
• Experience working in a professional services environment such as financial services, accounting, tax, legal, healthcare, consulting, or a similar industry is a plus.

Skills

Tools/Platforms

Common Methodologies/Frameworks

Workflow Management Confidential Data Handling Client Relationship Management Stakeholder Communication Planning

General Skills

Technical Writing Decision-Making under Uncertainty Project Management Document Preparation Technology Adoption CRM Management

Soft Skills

Multitasking Planning Problem Solving Analytical Skills Attention to Detail Communication Organizational Skills Decision Making Relationship Building Active Listening Strategic Thinking Patience Flexibility Positive Attitude Agile Mindset Team Collaboration Ownership Mindset Data Management

Education & Experience

Experience

5+ Years

Additional Requirements

Technological Requirements Either Mac or Windows

Language English

City/Province/Country Ciudad de México, Ciudad de México, Mexico

About the Company

1840 & Company is a global organization focused on delivering innovative business solutions that help companies grow, scale, and succeed. Operating in over 150 countries, we support organizations through a range of workforce, operational, and business services designed to drive efficiency and long-term success.

Job Overview

Employment Type

Department

Administration

Job Level

Senior

Location

Years of Experience

5+ Years

USD 12 - 12 Hourly