Executive Assistant

Overview

We are seeking a highly organized and professional Bilingual Executive Assistant (Spanish/English) to provide high-level administrative support to the VP of Engineering and Director of Insurance & Risk Management. This role manages calendars, coordinates meetings and events, prepares reports and presentations, and serves as a key point of contact for internal and external communications.

The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities while maintaining professionalism and confidentiality. Professional fluency in Spanish and English, including the ability to speak, read, and write both languages, is required to provide bilingual administrative and communication support as needed.

Responsibilities

• Provide high-level administrative support to executives by assisting with special projects, managing priorities, and ensuring timely follow-up on key tasks.
• Compile, organize, and distribute information and materials needed for meetings with staff, clients, and external partners.
• Prepare and reconcile expense reports in accordance with company policies.
• Manage general office operations including ordering supplies, maintaining inventory, and ensuring office spaces remain organized and functional.
• Act as a key point of contact for executives by managing calendars, prioritizing communications, and keeping them informed of upcoming commitments and responsibilities.
• Receive and triage incoming communications (emails, calls, memos) on behalf of executives, determine relevance, and summarize or redirect as appropriate.
• Offer hospitality and support to guests, fostering a professional and welcoming office environment.
• Perform other general administrative tasks and other responsibilities as assigned.

Qualifications

Education and Experience:

• Bachelor’s degree in Business Administration or related field or equivalent years of experience.
• Minimum of 5 years of experience supporting senior executives.
• Must be able to speak, read, and write Spanish professionally.

Knowledge/Skills/Competencies:

• Exceptional verbal and written communication skills.
• Highly organized individual with a commitment to consistent attention to detail.
• Strong organizational and time-management skills, with a proven track record of efficiently handling multiple projects and priorities.
• Ability to build business relationships and collaborate effectively.
• Ability to thrive in fast-paced, high-pressure environments while maintaining a collaborative and team-oriented approach.
• Deep understanding of office administration practices, clerical processes, and recordkeeping systems.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and quick to learn new tools and technologies as needed.