Bilingual Spanish Speaking Executive Assistant

Role (Overview of the Position)
As an Executive Assistant, your role is to provide personalized administrative and project management support in a well-organized and timely manner. You will work on a one-to-one basis with your reporting manager to support them in managing the team operations at a larger level.

Responsibilities (Tasks Associated with the Role)
Dealing with incoming emails, calls, inquiries on behalf of either party, acting as a liaison when appropriate.
Attending and organizing meetings while making sure your manager is well prepared & that all notes/action items are taken/distributed quickly.
Organizing travel, transportation, accommodation, and complicated itineraries.
Review vendor invoices for accuracy as well as issuing outbound invoices.
Pre-scheduling all insurance updates, license renewals, doctors appointments, and all other vital documents to maintain proper business and time efficiency.
Relationship management with friends, team members, and colleagues. Aka keeping track of birthdays, anniversaries, and high achievement and sending gifts regularly.
Responsible for sitting in on meetings not absolutely necessary of your manager and taking notes to debrief them with post-meeting.
Able to effectively work side by side with Founder to move big projects forward
To assist with any other tasks not directly in need of your reporting manager.
Reminding the executive of important tasks and deadlines.
Preparing reports, presentations, files and other assets required of your manager for meetings 72 hours prior to allow sufficient time for review and revisions.
Liaising with staff, contractors and clients.
Collating and filing expenses.
ANY other duties deemed necessary

Results (Expected Accomplishments)
All appointments, meetings, events are calendared in a timely fashion and reminders are set to preference.
All employee/contractor and business critical documents are saved and filed properly.
All travel is correctly booked and input into the calendar.
Any and all interactions not needing my role directly are screened and handled.
Vital business and any/all personal appointments are set at least 1 month out and pre-scheduled.
All meetings are prepared for and documented 3-4 days prior.
All events are planned, coordinated, and managed ahead of time
Maintain accurate client records to ensure file reviews are passed. All clients have current signed engagement letters and risk documentation.
Expenses are authorised in accordance with the company and team policies. Expenses are monitored on a regular basis to ensure they do not exceed allocated budgets.
Timesheets are completed accurately and prior to deadlines(2 days prior).

Requirements (Expected Proficiencies)
Must have a minimum of 2 years prior experience as an Executive Assistant for a 7 figure or larger company.
Must be fluent in Spanish and English.
Must be available 40 hours+ / week between the hours of 9am to 5pm EST.
Must have a working knowledge of G-Suite.
Must be available for mandatory Daily Huddle meetings at 10am EST Monday to Friday.
Must be able to excel under pressure and consistently meet deadlines.
Ability to solve issues independently with a ‘figure it out’ attitude.
High level communication skills and attention to detail.
Driven to meet or exceed expectations at all times.
High standard of personal presentation and company confidentiality.