Executive Assistant

Overview

We’re seeking a bilingual (English and Spanish) highly organized, detail-oriented Virtual Executive & Administrative Assistant to support senior leaders in a fast-paced, virtual environment. The ideal candidate excels in time management, exercises a high level of discretion, and has a genuine desire to meet the needs of others. Success in this role means proactively managing schedules, handling complex travel logistics, and supporting project and document organization with a solutions-focused approach.

Key Responsibilities

• Email & Communication Management: Oversee the CEO’s inbox, ensuring timely, professional responses and prioritizing messages to optimize workflow.
• Travel & Expense Coordination: Manage complex travel arrangements for three executives, including airline, seat, and connection preferences in the most cost-effective way. Handle detailed expense filings using Expensify to ensure accuracy and budget control.
• Presentation Creation: Design and prepare presentations in PowerPoint and Canva to effectively communicate key ideas and updates.
• Project & Task Management: Assist with project management tasks, such as creating detailed project plans and templates for initiatives like Core Process Documentation.
• Scheduling & Calendar Management: Handle complex scheduling and manage calendars, appointments, and client engagements across departments.
• Data & Document Management: Maintain accurate data across various systems, generate reports, and oversee document organization.
• Dashboard & Scoreboard Maintenance: Regularly update and maintain dashboards and scoreboards to track key performance metrics, providing timely insights for executive decision-making.

Main Tools

• Google Workspace
• Microsoft Suite
• Expensify
• Canva
• Asana
• Slack
• Salesforce

Requirements:

• Experience: Minimum of 2 years in an administrative or executive support role, preferably in a remote setting.
• Language Proficiency: Fluency in English is critical, with professional proficiency in Spanish required.
• Tech-Savvy: Proficient in Google Workspace, PowerPoint, Slack, Canva, and ideally Salesforce or NetSuite.
• EOS/Traction Experience: Familiarity with the EOS/Traction system is a big plus, as it’s a core part of our organizational framework.
• Communication Skills: Exceptional written and verbal communication.
• Organization & Attention to Detail: Highly organized, with strong prioritization skills and a focus on accuracy.