Bilingual Executive Assistant (Spanish-English)
We are seeking a highly organized, dependable, and proactive Executive Assistant to provide comprehensive administrative and operational support to company leadership. This role will oversee a variety of responsibilities, including email management, customer service, scheduling, ordering materials, project coordination, and general administrative tasks.
The ideal candidate must be proficient in both English and Spanish, with the ability to communicate professionally with customers, vendors, and team members in both languages.
Requirements
Key Responsibilities:
- Manage and organize executive email inboxes, including reviewing, prioritizing, responding to, and following up on messages and requests.
- Serve as a primary point of contact for customers, clients, vendors, and internal team members, providing professional and timely communication.
- Provide bilingual customer service in English and Spanish, addressing questions, resolving issues, and ensuring a positive customer experience.
- Coordinate and maintain executive and company schedules, appointments, meetings, and commitments.
- Schedule customer appointments, team meetings, project-related activities, and other business engagements.
- Arrange and coordinate internal and external meetings, including scheduling, logistics, and follow-up communication.
- Track important deadlines, action items, appointments, and deliverables to ensure tasks are completed on time.
- Assist with project management by coordinating tasks, tracking project progress, communicating updates, and following up with team members.
- Manage and update project management platforms, task lists, and operational workflows.
- Order materials, supplies, equipment, and other resources needed for ongoing projects and business operations.
- Communicate with vendors and suppliers regarding pricing, availability, orders, deliveries, and scheduling.
- Track material orders and deliveries to ensure items arrive on time and are properly accounted for.
- Assist with project coordination by communicating with customers, vendors, contractors, and internal team members.
- Maintain accurate records of customer information, project details, orders, invoices, and other administrative documentation.
- Prepare reports, documents, spreadsheets, presentations, and other business materials as needed.
- Organize and maintain digital files, contracts, customer records, and confidential company documentation.
- Assist with invoice processing, expense tracking, purchase orders, and other administrative financial tasks.
- Monitor and respond to customer inquiries through email, phone, messaging platforms,
- and other communication channels.
- Coordinate customer follow-ups and ensure outstanding questions or requests are addressed promptly.
- Assist leadership with research, data collection, and preparation of information needed for business decisions.
- Support sales, marketing, and business development activities through administrative assistance, lead tracking, and customer follow-up.
- Collaborate with team members and leadership to improve internal processes and increase operational efficiency.
- Proactively identify administrative needs, potential issues, and opportunities to improve workflows.
- Handle special projects and ad hoc administrative assignments while maintaining accuracy, professionalism, and deadlines.
- Maintain a high level of confidentiality when handling sensitive business, customer, and company information.
Qualifications & Skills:
- Minimum of 3 years of experience as an Executive Assistant, Administrative Assistant,
-
Virtual Assist ant, Operations Coordinator, Project Coordinator, or similar role.
- Fluent or highly proficient in both English and Spanish, with strong written and verbal communication skills in both languages.
- Excellent organizational and time-management skills with the ability to manage multiple priorities simultaneously.
- Strong customer service sk