Bilingual executive assistant

Provide professional and efficient service to visitors and clients while directly supporting Executive Management in administrative, operational, and logistical coordination. Ensure the proper flow of information, document control, and organization of key activities. Reception and Front Desk Welcome and direct visitors, clients, and vendors. Answer phone calls and emails in both English and Spanish. Manage mail, courier services, and correspondence. Executive Support Manage the Director's calendar, meetings, and appointments. Coordinate meetings, including invitations, meeting rooms, minutes, and follow-up. Prepare reports, presentations, and executive documents. Administrative Operations Control and track invoices (receipt, validation, and follow-up). Support procurement processes and vendor relations. Manage travel expenses, expense reports, and administrative costs. Organize and maintain both physical and digital filing systems. Travel Coordination Book flights, accommodations, and ground transportation. Prepare executive travel itineraries. Monitor travel arrangements and manage changes or special requests during trips. Communication and Coordination Serve as a liaison between Executive Management and other departments. Follow up on internal projects and pending tasks. Handle confidential information with discretion and professionalism. Requirements Education: Bachelor's degree (completed or in progress) in Business Administration, Business Management, or a related field. Experience: 2–4 years of experience in executive reception or executive assistant roles. Languages: Advanced English proficiency. Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook). Key Competencies Strong organizational skills and attention to detail Excellent verbal and written communication skills Proactive mindset with a strong sense of urgency Discretion and ability to handle confidential information Ability to multitask effectively Customer service orientation Key Performance Indicators (KPIs) Efficiency in calendar and meeting management Accuracy and timeliness of administrative processes Service quality provided to internal and external clients Accuracy in invoice and expense management Effectiveness in travel planning and coordination