# Executive Assistant & Project Coordinator > FlexTal Staffing LLC · Guadalajara, Mexico (Hybrid) · Full-time · Posted 2026-07-28 **Workplace:** hybrid **Department:** Administrative / Back Office ## Description ### 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. ## Requirements - 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. ## Benefits ### **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. ## Apply [Apply at FlexTal Staffing LLC](https://apply.workable.com/flextal-staffing-llc/j/749312F6AA/apply) --- Powered by [Workable](https://www.workable.com)