Bilingual Executive Assistant

Bilingual Executive AssistantReports To: CEOPosition ObjectiveProvide high-level administrative and organizational support to the CEO by managing schedules, travel, communications, executive priorities, and day-to-day administrative responsibilities. The Executive Assistant helps keep the CEO organized, prepared, and focused by ensuring tasks, meetings, and important information are handled efficiently in a fast-paced business and personal environment.Key ResponsibilitiesTravel Management (25%)· Coordinate business and personal travel, including flights, hotels, transportation, restaurants, and reservations.· Manage travel changes and resolve travel issues when needed.· Maintain airline, hotel, and rental car loyalty accounts.Executive Support (75%)· Manage and protect the CEO's calendar and schedule meetings based on priorities.· Manage the CEO's inbox by organizing emails, flagging important items, and drafting responses when appropriate.· Prepare weekly schedules highlighting meetings, priorities, deadlines, and travel.· Attend Zoom meetings, take notes, and distribute action items.· Maintain task lists, reminders, and follow-ups to help the CEO stay organized.· Anticipate upcoming deadlines and proactively remind the CEO of important commitments.· Coordinate personal appointments, reservations, errands, and other executive requests.· Assist in gathering documents and information from internal team members and third parties as needed.· Maintain organized digital files for business records, entity documents, insurance policies, contracts, executive records, and other important files.· Research vendors, services, and obtain quotes when requested.· Assist with presentations, reports, and other administrative projects.· Follow up with team members and third parties to ensure CEO requests are completed on time.· Communicate through WhatsApp, email, and phone on behalf of the CEO when requested.· Handle confidential business and personal information with discretion.· Handle special projects and miscellaneous tasks with minimal supervision.RequirementsEducationAssociate's or Bachelor's degree preferred, but not required. Relevant work experience, strong organizational skills, and a willingness to learn will also be considered.Experience· 1–3 years of experience in an administrative, executive assistant, or project coordination role preferred.· Experience managing multiple priorities in a fast-paced environment.Skills· Fluent in both English and Spanish (written and verbal) is required.· Exceptional organizational and time management skills.· Highly proactive with strong follow-through.· Excellent written and verbal communication skills.· Strong attention to detail.· Professional, trustworthy, and able to handle confidential information.· Resourceful and able to solve problems independently.· Comfortable managing both business and personal executive matters.· Positive attitude with a willingness to learn and take ownership.Technical Skills· Proficient in Microsoft Office 365 (Outlook, Excel, Word, and PowerPoint).· Strong Outlook calendar and email management skills.· Comfortable learning new software and technology quickly.· Interest in using AI tools such as ChatGPT or Microsoft Copilot to improve productivity is a plus.Success in This RoleA successful Executive Assistant is highly organized, proactive, dependable, and always one step ahead. This person helps the CEO stay focused by managing priorities, organizing information, coordinating logistics, and ensuring important tasks don't fall through the cracks.Work Mode: Remote*This role requires coordination with the CEO based in EST; therefore, some flexibility in working hours and occasional extended availability outside standard business hours may be expected.