Job Description

We are seeking a detail-oriented, proactive, and bilingual Executive Assistant to support day-to-day office operations and ensure effective communication across departments. This role requires excellent organizational skills, discretion with sensitive information, and proficiency in Microsoft Office.

The ideal candidate will be capable of managing a wide range of administrative tasks, supporting internal teams, and assisting with financial and data reporting functions.

Key Responsibilities:

• Draft internal and external correspondence ensuring clarity and professionalism.
• Coordinate the tracking and disbursement of designated organizational funds, acknowledging contributions and overseeing donations at various levels (local, national, and international).
• Handle incoming phone inquiries, route calls to appropriate personnel, or take and relay accurate messages.
• Maintain office supply inventory, ensuring common areas (e.g., breakrooms and shared workstations) remain stocked and orderly.
• Process and support staff financial paperwork, including credit card reconciliations, reimbursement forms, and expense documentation.
• Support meeting logistics by taking accurate notes, documenting key points, and distributing finalized minutes to appropriate parties.
• Evaluate incoming documents and messages to identify priorities and initiate any necessary follow-up.
• Serve as a bilingual liaison (English/Spanish), promoting effective communication across diverse teams and external contacts.
• Assist with coordinating schedules and calendars related to time off, special coverage needs, and other personnel logistics.
• Prepare a variety of documents, spreadsheets, and presentations.
• Monitor and update core contact lists, distribution directories, and personnel databases to ensure information is current.
• Organize and preserve official documentation in physical and digital formats, ensuring materials are securely stored and accessible.
• Provide on-the-ground support for organizational events, assisting with logistics and coordination as needed.
• Handle incoming and outgoing mail and communications, ensuring timely delivery and response.
• Complete other assignments or tasks as designated by leadership.

Qualifications:

• Three plus years of Executive Assistant experience supporting a high-level executive within an organization
• High proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills in both English and Spanish with the ability to translate both orally and written
• Strong organizational and time-management abilities.
• Discretion in handling confidential information.
• Ability to work independently and collaboratively in a fast-paced environment.

Job Tags

Similar Jobs