Executive Operations Coordinator

Executive Operations Coordinator

Executive Operations Coordinator

Evergreen Investment

Remote, Guadalajara, Jalisco, Mexico

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Non-Negotiable

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.

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.

Job Overview

• Employment Type:

  Full-Time Independent Contractor

• Department:

  Administration

• Job Level:

  Senior

Education & Experience

• Years Of Experience:

  5 Years

• Business Model:

• Minimum Education Level:

• Qualification:

  • 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:

  Video Conferencing Tools

  Microsoft 365

• Additional Skills:

  Research And Information Synthesis, Proactive Problem-Solving And Anticipation

• Common Methodologies/Frameworks:

  Workflow Management

  Confidential Data Handling

  Client Relationship Management

  Stakeholder Communication Planning

• Additional Skills:

  Research And Information Synthesis, Proactive Problem-Solving And Anticipation

• General Skills:

  Technical Writing

  Decision-Making Under Uncertainty

  Project Management

  Calendar Management

  Document Preparation

  Technology Adoption

  CRM Management

• Additional Skills:

  Research And Information Synthesis, Proactive Problem-Solving And Anticipation

• 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

• Additional Skills:

  Research And Information Synthesis, Proactive Problem-Solving And Anticipation

Requirements

• Technological Requirements:

• Language:

  English

• Location:

  Mexico

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.

Working Hours

Flexible working hours