Bilingual Executive Assistant, Spanish-English

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Virtual Assist

WebsiteLinkedInAll Job Openings

11 - 50 employees

📣 Marketing

📦 Logistics

💼 Consulting

Marketing • Logistics • Consulting

Virtual Assist is a service that provides expert virtual assistants to help business owners delegate busy tasks such as admin, emails, and social media management. By freeing up time, Virtual Assist enables clients to focus on growing their businesses and making impactful decisions without being overwhelmed by routine responsibilities. Whether for small business owners or financial advisors, the company aims to enhance productivity and streamline operations at a cost-effective rate.

📋 Description

• Manage and organize executive email inboxes, including reviewing, prioritizing, responding to, and following up on messages and requests • Serve as a primary point of contact for customers, clients, vendors, and internal team members • Provide bilingual customer service in English and Spanish, addressing questions and resolving issues • Coordinate executive and company schedules, appointments, meetings, and commitments • Schedule customer appointments, team meetings, project-related activities, and other business engagements • Arrange and coordinate internal and external meetings, including scheduling, logistics, and follow-up communication • Track deadlines, action items, appointments, and deliverables • Assist with project management by coordinating tasks, tracking progress, communicating updates, and following up with team members • Manage project management platforms, task lists, and operational workflows • Order materials, supplies, equipment, and other resources • Communicate with vendors and suppliers regarding pricing, availability, orders, deliveries, and scheduling • Track material orders and deliveries • Assist with project coordination involving customers, vendors, contractors, and internal team members • Maintain records of customer information, project details, orders, invoices, and administrative documentation • Prepare reports, documents, spreadsheets, presentations, and business materials • Organize and maintain digital files, contracts, customer records, and confidential documentation • Assist with invoice processing, expense tracking, purchase orders, and administrative financial tasks • Monitor and respond to customer inquiries through email, phone, messaging platforms, and other channels • Coordinate customer follow-ups • Assist leadership with research, data collection, and business decision preparation • Support sales, marketing, and business development activities through administrative assistance, lead tracking, and customer follow-up • Collaborate with team members and leadership to improve internal processes and operational efficiency • Identify administrative needs, potential issues, and workflow improvements • Handle special projects and ad hoc administrative assignments • Maintain confidentiality when handling sensitive information

🎯 Requirements

• Minimum 3 years of experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, Operations Coordinator, Project Coordinator, or similar role • Fluent or highly proficient in English and Spanish, with strong written and verbal communication skills in both languages • Excellent organizational and time-management skills • Strong customer service skills and professional, friendly, solutions-oriented communication style • Experience managing email inboxes and professional correspondence • Experience coordinating schedules, appointments, meetings, and deadlines • Experience with project management, task tracking, and coordinating multiple projects or workstreams • Experience ordering materials, supplies, or equipment and communicating with vendors and suppliers • Advanced proficiency with Google Workspace and/or Microsoft Office applications • Experience using ClickUp, Asana, Trello, Monday.com, Notion, Slack, or similar platforms • Familiarity with CRM systems such as HubSpot, Salesforce, Zoho, or equivalent software is preferred • Strong attention to detail and accuracy in administrative work and recordkeeping • Ability to prioritize tasks, manage competing deadlines, and adapt to changing business needs • Strong problem-solving and decision-making abilities • Ability to work independently while maintaining consistent communication • High level of professionalism, reliability, integrity, and confidentiality • Ability to proactively anticipate needs and take initiative without constant supervision • Experience supporting executives, founders, contractors, or senior leadership teams is highly preferred

🏖️ Benefits

• Paid training • Work from home