[Hiring] Bilingual Executive Assistant @Virtual Assist

Role Description

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
• 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.

• 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

• 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