Executive Assistant & Project Coordinator

Position Overview We are seeking a highly organized, proactive, and adaptable Executive Assistant & Project Coordinator to support a fast-paced innovation team. This role combines executive and administrative support with project coordination, meeting logistics, stakeholder communication, and follow-up across multiple initiatives. The ideal candidate is detail-oriented, comfortable managing changing priorities, and skilled at keeping meetings, projects, documentation, and action items organized. Success in this role requires strong communication, consistent follow-through, and the ability to anticipate needs and help ensure important tasks stay on track. This position is fully remote and requires excellent written and verbal English communication skills. Key Responsibilities Executive and Administrative Support Provide day-to-day administrative support to innovation leadership. Coordinate calendars, meetings, appointments, and scheduling across multiple stakeholders and time zones. Prepare meeting agendas, presentation materials, notes, and follow-up action items. Track decisions, commitments, owners, and deadlines to support timely completion. Assist with document preparation, presentations, reports, and internal communications. Maintain organized files, project documentation, and shared resources. Monitor and appropriately route incoming requests and communications, as needed. Support travel, expense tracking, and other administrative tasks when required. Handle confidential and sensitive information with professionalism and discretion. Project Coordination Support the coordination of multiple projects and workstreams. Maintain project plans, trackers, timelines, task lists, and status reports. Schedule and attend project meetings as needed. Prepare and distribute meeting recaps, decisions, assigned tasks, and next steps. Follow up with team members regarding deadlines, deliverables, and outstanding action items. Support project documentation, progress reporting, and risk or issue tracking. Help identify scheduling conflicts, blockers, or dependencies and escalate them appropriately. Provide regular updates to the project lead or leadership team regarding project status, priorities, and open items. Update project management tools and shared project documentation as required. Ensure project information remains accurate, organized, and current. Meeting, Event, and Stakeholder Coordination Coordinate logistics for internal meetings, leadership sessions, workshops, partner meetings, and occasional events. Manage invitations, scheduling, materials, virtual meeting platforms, and follow-up communications. Support communication and coordination with internal stakeholders, vendors, consultants, and external partners. Track deliverables, documentation, commitments, and follow-up items. Assist with vendor or partner onboarding and coordination when required. Communication and Organization Communicate professionally with executives, department leaders, team members, vendors, and external partners. Prepare concise project updates, reports, and meeting summaries. Ensure consistent communication and documentation across projects. Help improve administrative processes, workflows, and organizational practices. Promote accountability by clearly documenting responsibilities, deadlines, and next steps. 3–5 years of experience as an Executive Assistant, Project Coordinator, Operations Coordinator, Administrative Coordinator, or in a similar role. Experience supporting executives, department leaders, or cross-functional teams. Strong organizational and time-management skills. Excellent attention to detail and follow-through. Ability to manage multiple priorities and deadlines in a fast-paced environment. Experience coordinating meetings, preparing documentation, and tracking action items. Excellent written and verbal English communication skills. Strong interpersonal skills and the ability to communicate effectively with stakeholders at all levels. Ability to work independently and take ownership of assigned responsibilities. Professional judgment and discretion when handling confidential information. Proficiency with Microsoft Office, Google Workspace, calendar tools, virtual meeting platforms, and shared document systems. Preferred Experience supporting innovation, technology, healthcare, senior living, consulting, or cross-functional teams. Familiarity with project management tools such as Asana, Monday.com, ClickUp, Smartsheet, Jira, Azure DevOps, Trello, or similar platforms. Experience coordinating vendors, consultants, or external business partners. Experience supporting meetings, workshops, executive events, or leadership off-sites. Familiarity with Agile or other project management methodologies. Bachelor’s degree preferred but not required with relevant experience. Why Join MezTal? At MezTal , we prioritize innovation, collaboration, and personal growth. You’ll have the opportunity to work on meaningful projects, be part of a supportive team, and enjoy a culture that values work-life balance and professional development. Christmas Bonus : 30 days, to be paid in December. Major Medical Expense Insurance : Coverage up to $25,000,000.00 MXN. Dental Insurance : Always smile with confidence! Life Insurance : (Death and MXN Disability) Vacation Days : 12 vacation days in accordance with Federal Labor Law + Floating Holidays : 3 floating holidays in addition to the 7 official holidays in Mexico. Cell Phone Reimbursement & Transportation Subsidy. Multicultural Exposure : Work with operations within Mexico and the United States. MezTal Internal Events : Strike a healthy balance between your professional and personal goals. Exclusive Discounts : Benefits with different companies for being part of MezTal. Academic Agreements : Access to national universities and language schools.