Bilingual Executive Assistant to the Chief Operations Officer
Job Summary
We are seeking an exceptional, proactive, versatile, bilingual (English/Spanish) Executive Assistant (EA) to provide dedicated, high-level administrative, operational, and linguistic support to the Chief Operations Officer. This role is perfect for a self-starter who thrives in an environment where no two days are alike and who possesses a motivated attitude to ensure the executive and their priorities are supported flawlessly. The ideal candidate will take ownership of tasks, anticipate needs before they arise, and manage both simple and complex challenges with calm, unflappable efficiency in a multilingual environment.
Key Responsibilities
1. Proactive Ownership & Self-Starter Initiative
- Anticipation & Problem-Solving: Act as a true partner to the executive by constantly looking ahead, anticipating needs, and autonomously resolving issues before they impact the executive’s schedule or focus.
- Project Leadership: Take ownership of miscellaneous administrative and operational projects, driving them from inception to completion.
- Information Management: Design and maintain highly organized, intuitive filing and reporting systems, optimizing workflows and processes for maximum efficiency.
2. Adaptability
- High-Volume Administrative Support: Manage and maintain a highly complex, ever-changing calendar, ensuring all meetings are properly prepared for and executed.
- Versatile Task Execution: Flawlessly execute tasks that range from high-level board presentation preparation to detailed personal requests or urgent office logistics, demonstrating a positive attitude regardless of the task's scope.
3. Patience, Communication
- Confidentiality & Discretion: Handle all confidential information, communications, and internal/external relationships with unwavering integrity and discretion.
- Calm Multilingual Communication: Serve as the primary, polished point of contact, patiently managing and filtering inquiries from internal stakeholders, clients, and global partners. Must maintain composure and professionalism during high-stress situations or when dealing with demanding personalities.
- Document Translation & Management: Prepare, proofread, and edit external communications, reports, and presentations, ensuring perfect grammar, tone, and formatting. Translate documents, emails, and presentations between English and Spanish as required.
Required Qualifications & Mindset
- Language Proficiency: Native or professional fluency in both written and spoken English and Spanish is required.
- Experience: [5-7] years of proven experience as an Executive Assistant supporting C-level or Senior Executive roles.
- Patience & Resilience: Demonstrated ability to remain patient, calm, and positive under pressure, handling frequent changes in priorities or schedule without becoming flustered.
- Self-Starter: A highly proactive, resourceful individual who doesn't wait for instructions but actively looks for ways to add value and solve problems.
- Adaptability: Proven track record of demonstrating a "no job is too big or too small" attitude, moving seamlessly between strategic support and basic administrative tasks.
- Technical Proficiency: Expert level proficiency in Google Workspace (Gmail, Calendar, Drive, Sheets) and other virtual collaboration tools.
- Organizational Skills: Exceptional organizational ability, detail-oriented, and capable of managing multiple complex tasks simultaneously.
Compensation and Benefits
- Annual Salary: $50,000 - $60,000 DOE
- Benefits: Health, Dental, Vision insurance, PTO