Executive Assistant

Overview

We are seeking a highly organized, proactive, and professional Executive Assistant to provide high-level administrative support to the VP of Engineering and Director of Insurance and Risk Management. This role serves as a key partner to the executive team, managing complex calendars, coordinating meetings and events, preparing reports and presentations, screening and directing communications, and maintaining organized records and documentation.

The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and confidentiality. Strong communication and interpersonal skills are essential, along with the ability to work effectively with employees, clients, and external stakeholders. The successful candidate must be able to speak, read, and write Spanish professionally and provide bilingual support as needed. This position requires exceptional organizational skills, sound judgment, and a commitment to delivering outstanding executive support.

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.
• Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and quick to learn new tools and technologies as needed.