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 Assistant, 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 skills and a professional, friendly, and solutions-oriented communication style.
• Experience managing email inboxes and handling professional correspondence.
• Experience coordinating schedules, appointments, meetings, and deadlines.
• Experience with project management, task tracking, and coordinating multiple projects or workstreams.
• Experience ordering materials, supplies, or equipment and communicating with vendors and suppliers.
• Advanced proficiency with Google Workspace and/or Microsoft Office applications.
• Experience using productivity and project management tools such as ClickUp, Asana, Trello, Monday.com, Notion, Slack, or similar platforms.
• Familiarity with CRM systems such as HubSpot, Salesforce, Zoho, or equivalent software is preferred.
• Strong attention to detail and accuracy in administrative work and recordkeeping.
• Ability to prioritize tasks, manage competing deadlines, and adapt to changing business needs.
• Strong problem-solving and decision-making abilities.
• Ability to work independently while maintaining consistent communication with leadership and team members.
• High level of professionalism, reliability, integrity, and confidentiality.
• Ability to proactively anticipate needs and take initiative without constant supervision.
• Experience supporting executives, founders, contractors, or senior leadership teams is highly preferred.

Benefits

• Paid training
• Work from home