Bilingual Executive Assistant
Job Summary:
We are seeking a highly organized and dynamic C-Suite Executive Assistant to provide comprehensive support to our CEO, who oversees a diversified portfolio including a hospitality group, a real estate group, and a personal influencer brand. The ideal candidate will be a proactive problem-solver with exceptional communication skills and meticulous attention to detail. This role requires someone who can manage multiple priorities seamlessly, maintain confidentiality, and exhibit a high level of professionalism in all interactions. Bilingual proficiency in English and Spanish is required.
Key Responsibilities:
Executive Support:
- Manage and prioritize the CEO's daily schedule, including appointments, meetings, and travel arrangements.
- Prepare and review internal and external communications, such as emails, reports, and presentations.
- Act as a liaison between the CEO and internal teams, clients, and external stakeholders.
- Facilitate executive meetings, including agenda preparation, minute-taking, and follow-up on action items.
Project Management:
- Assist in the management of projects across the hospitality group, real estate group, and personal brand, ensuring timelines and deliverables are met.
- Coordinate cross-functional initiatives, ensuring all teams are aligned with the CEO’s strategic goals.
- Oversee special projects as assigned by the CEO, including research and development of new business opportunities.
Administrative Oversight:
- Maintain and organize confidential files, records, and documents.
- Oversee the preparation of expense reports and manage budget tracking.
- Support the CEO in managing their personal brand, including scheduling content, coordinating events, and liaising with marketing teams.
Communication & Relationship Management:
- Develop and maintain strong relationships with key stakeholders, clients, and team members.
- Communicate on behalf of the CEO, ensuring messages are clear, concise, and aligned with the organization’s values.
- Handle sensitive matters with discretion, professionalism, and integrity.
Tool Management:
- Utilize management tools such as Asana, Trello, or Monday.com for task and project tracking.
- Proficiently use Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Gmail, Docs, Sheets) for daily tasks.
- Familiarity with social media management tools like Hootsuite or Buffer for personal brand support.
- Employ CRM tools such as Salesforce or HubSpot for client relationship management.
Qualifications:
Education & Experience:
- Bachelor’s degree in Business Administration, Communications, or related field preferred.
- 5+ years of experience in executive support, preferably within a fast-paced, multifaceted environment.
- Bilingual proficiency in English and Spanish is required.
Soft Skills:
- Exceptional Communication: Strong verbal and written communication skills with the ability to interact with high-level executives and clients.
- Time Management: Ability to manage multiple priorities effectively and efficiently under tight deadlines.
- Problem-Solving: Proactive and resourceful in addressing challenges and finding solutions.
- Attention to Detail: Meticulous and thorough in handling all aspects of the role, from administrative tasks to complex projects.
- Adaptability: Comfortable in a dynamic, evolving environment and able to pivot as priorities change.
- Discretion: Demonstrated ability to handle sensitive information with the utmost confidentiality and professionalism.
Preferred Management Tools:
- Project Management: Asana, Trello, Monday.com
- Communication & Scheduling: Microsoft Office Suite, Google Workspace
- Social Media Management: Hootsuite, Buffer
Benefits:
- Competitive salary and performance bonuses
- Comprehensive health, dental, and vision insurance
- Paid time off and holidays
- Professional development opportunities
