Executive Assistant Jobs

About The Position

Requirements

• Fluent/native-level proficiency in English, and fluent in Spanish or Portuguese, both written and spoken
• Prior experience supporting senior executives strongly preferred
• Strong organizational and multitasking skills; comfortable managing competing priorities across two executives
• Sound judgment and discretion with confidential and sensitive information
• Proficiency in Microsoft Office / Outlook
• Comfortable serving as a relationship point of contact, not just a task-taker, for visiting or relocating international staff

Responsibilities

• Manage calendars, scheduling, and meeting logistics for both executives, proactively resolving conflicts
• Coordinate domestic and international travel arrangements (flights, lodging, itineraries, visas if needed) for both internal executive team, as well as visitors.
• Prepare, format, and proofread correspondence, reports, presentations, and internal communications
• Screen and route phone calls, emails, and visitor requests
• Take minutes and track action items for leadership meetings
• Process expense reports and reconcile receipts
• Handle confidential documents and information with discretion
• Assist with special projects assigned by the either Manager of North America or CEO (research, data compilation, vendor coordination)
• Manage vendor relationships and logistics specific to international visitor needs (lodging, transportation, translation services); order general office supplies as needed
• Serve as the primary point of contact for international staff and visitors, providing ongoing relationship support and continuity, not just one-time logistics
• Provide live interpretation during meetings, calls, or trainings involving non-English-speaking staff & visitors
• Serve as a communication liaison between U.S. leadership and international team members/HQ
• Translate marketing materials or other documents as needed
• Assist international visitors with logistics during U.S. visits (transportation, lodging, translation support)
• Coordinate with finance, sales, and operations teams on administrative needs
• Maintain filing systems for international-related contracts, visa/travel documentation, and communications with global HQ
• Assist with planning and coordinating events, shows, or customer visits