Bilingual Executive Assistant, Spanish-English

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee and manage executive email inboxes, which includes reviewing, prioritizing, responding to, and following up on communications and requests.

• Act as the main point of contact for customers, clients, vendors, and members of the internal team.

• Deliver bilingual customer service in both English and Spanish, addressing inquiries and resolving issues effectively.

• Organize and coordinate executive and company schedules, appointments, meetings, and commitments.

• Arrange customer appointments, team meetings, project-related activities, and other business engagements.

• Plan and coordinate internal and external meetings, which involves scheduling, logistics, and follow-up communication.

• Monitor and track deadlines, action items, appointments, and deliverables.

• Support project management efforts by coordinating tasks, tracking progress, communicating updates, and following up with team members.

• Oversee project management platforms, task lists, and operational workflows.

• Order materials, supplies, equipment, and other resources as necessary.

• Liaise with vendors and suppliers regarding pricing, availability, orders, deliveries, and scheduling.

• Monitor material orders and deliveries to ensure timely receipt.

• Assist with project coordination that involves customers, vendors, contractors, and internal team members.

• Maintain comprehensive records of customer information, project details, orders, invoices, and administrative documentation.

• Prepare reports, documents, spreadsheets, presentations, and other business materials as needed.

• Organize and manage digital files, contracts, customer records, and confidential documentation.

• Support invoice processing, expense tracking, purchase orders, and other administrative financial tasks.

• Monitor and respond to customer inquiries through email, phone, messaging platforms, and various other channels.

• Coordinate follow-ups with customers to ensure satisfaction.

• Assist leadership with research, data collection, and preparation for business decisions.

• Provide administrative support for sales, marketing, and business development initiatives, including lead tracking and customer follow-ups.

• Collaborate with team members and leadership to enhance internal processes and improve operational efficiency.

• Identify administrative needs, potential challenges, and opportunities for workflow enhancements.

• Manage special projects and ad hoc administrative tasks as assigned.

• Uphold confidentiality while handling sensitive information.

⛳️ Requirements

• A minimum of 3 years of experience in roles such as Executive Assistant, Administrative Assistant, Virtual Assistant, Operations Coordinator, Project Coordinator, or similar positions.

• Fluent or highly proficient in English and Spanish, possessing strong written and verbal communication skills in both languages.

• Exceptional organizational and time-management abilities.

• Strong customer service skills with a professional, friendly, and solutions-oriented communication style.

• Experience managing email inboxes and handling professional correspondence.

• Proven experience in coordinating schedules, appointments, meetings, and deadlines effectively.

• Background in project management, task tracking, and coordinating multiple projects or workstreams.

• Familiarity with ordering materials, supplies, or equipment and communicating with vendors and suppliers.

• Advanced proficiency in Google Workspace and/or Microsoft Office applications.

• Experience using platforms like ClickUp, Asana, Trello, Monday.com, Notion, Slack, or similar tools.

• Preferred familiarity with CRM systems such as HubSpot, Salesforce, Zoho, or equivalent software.

• Strong attention to detail and accuracy in administrative tasks and recordkeeping.

• Ability to prioritize tasks, manage competing deadlines, and adapt to evolving business requirements.

• Excellent problem-solving and decision-making skills.

• Ability to work independently while maintaining consistent communication.

• 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 desirable.

🏝️ Benefits

• Paid training.

• Work from home.