Bilingual Executive Assistant (Spanish-English)

About this role

We are seeking a highly organized, proactive, and dependable Executive Assistant to provide administrative, scheduling, recruitment, and project management support to company leadership. The ideal candidate has excellent English communication skills, strong attention to detail, and a proven background in project management or operations

Requirements

Key Responsibilities

• Manage and maintain executive calendars, schedules, and appointments.
• Schedule meetings, calls, interviews, and other appointments while coordinating with multiple parties.
• Send meeting confirmations, reminders, follow-ups, and calendar invitations.
• Coordinate internal and external meetings and ensure all necessary details are communicated.
• Assist with appointment setting and follow-up communication with prospects, clients, candidates, and business contacts.
• Create, publish, and manage job postings across various hiring platforms.
• Assist with recruiting by reviewing applicants, coordinating interviews, communicating with candidates, and tracking hiring progress.
• Maintain organized records of candidates, applications, interviews, and recruitment activities.
• Support project management by tracking tasks, deadlines, deliverables, and project status.
• Coordinate with team members to ensure projects and assigned tasks stay on schedule.
• Maintain project management platforms such as Asana, ClickUp, Trello, Monday.com, or similar tools.
• Follow up with team members on outstanding tasks and provide status updates to leadership.
• Prepare reports, documents, spreadsheets, presentations, and other administrative materials.
• Manage and organize emails, messages, files, and other business communications.
• Conduct research and compile information as requested by leadership.
• Assist with CRM updates, lead tracking, and maintaining accurate business records.
• Support recruitment, sales, marketing, and administrative initiatives as needed.
• Help create, improve, and document internal processes and workflows.
• Organize digital files, documents, contracts, and other company information.
• Coordinate special projects and administrative assignments from leadership.
• Proactively identify tasks, issues, or opportunities that require attention and communicate them to leadership.
• Perform other administrative and project-related duties as assigned.
• Qualifications &

Skills

• Minimum of 2–3 years of experience as an Executive Assistant, Virtual Assistant, Project
• Coordinator, Operations Coordinator, or similar role.
• Excellent written and verbal English communication skills.
• Strong appointment-setting, scheduling, and calendar management experience.
• Previous experience with project management, project coordination, or operations is highly preferred.
• Experience creating and managing job postings on platforms such as Indeed, LinkedIn, Facebook, or similar hiring websites.
• Experience assisting with recruitment and candidate coordination is a plus.
• Strong proficiency with Google Workspace, including Gmail, Google Calendar, Google Docs, and Google Sheets.
• Experience with project management platforms such as Asana, ClickUp, Trello, Monday.com, Notion, or similar tools.
• Familiarity with CRM systems and other business software.
• Excellent organizational and time-management skills.
• Strong attention to detail and ability to follow through on tasks.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Strong follow-up skills and ability to keep team members accountable for assigned tasks.
• Proactive problem-solving mindset with the ability to work independently.
• Ability to communicate professionally with executives, clients, candidates, and team members.
• Highly dependable, organized, and adaptable in a fast-paced environment.
• Strong sense of confidentiality, professionalism, and integrity.
• Ability to learn new software, systems, and processes quickly.

Benefits

• Paid training
• Work from home