Bilingual Executive Assistant

Reports To:

CEO

Position Objective

Provide high-level administrative and organizational support to the CEO by managing schedules, travel, communications, executive priorities, and day-to-day administrative responsibilities. The Executive Assistant helps keep the CEO organized, prepared, and focused by ensuring tasks, meetings, and important information are handled efficiently in a fast-paced business and personal environment.

Key Responsibilities
Travel Management (25%)
- Coordinate business and personal travel, including flights, hotels, transportation, restaurants, and reservations.
- Manage travel changes and resolve travel issues when needed.
- Maintain airline, hotel, and rental car loyalty accounts.

Executive Support (75%)
- Manage and protect the CEO's calendar and schedule meetings based on priorities.
- Manage the CEO's inbox by organizing emails, flagging important items, and drafting responses when appropriate.
- Prepare weekly schedules highlighting meetings, priorities, deadlines, and travel.
- Attend Zoom meetings, take notes,



and distribute action items.
- Maintain task lists, reminders, and follow-ups to help the CEO stay organized.
- Anticipate upcoming deadlines and proactively remind the CEO of important commitments.
- Coordinate personal appointments, reservations, errands, and other executive requests.
- Assist in gathering documents and information from internal team members and third parties as needed.
- Maintain organized digital files for business records, entity documents, insurance policies, contracts, executive records, and other important files.
- Research vendors, services, and obtain quotes when requested.
- Assist with presentations, reports, and other administrative projects.
- Follow up with team members and third parties to ensure CEO requests are completed on time.
- Communicate through WhatsApp, email, and phone on behalf of the CEO when requested.
- Handle confidential business and personal in

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