Bilingual Executive Assistant

$39,520 - $45,760/Yr

5th Head Quarters - Fort Lauderdale, FL

Full-time - Entry Level

Fort Lauderdale, FL

Administrative and Support Services

About the position

We are looking for a highly organized and efficient Bilingual Executive Assistant for a construction company in Fort Lauderdale. The ideal candidate will have strong organizational and time-management skills, excellent written and verbal communication abilities, and proficiency in MS Office and calendar management tools. English and Spanish fluency is required for this role. The Executive Assistant will play a crucial role in managing the executive's schedule and ensuring that all tasks are completed efficiently and effectively. This position requires a proactive individual who can anticipate the needs of the executive and address any issues that may arise, particularly in relation to travel and meeting arrangements. In this role, you will be responsible for scheduling and organizing meetings, appointments, and conference calls. You will coordinate all aspects of internal and external meetings, including logistics, agendas, and materials. It is essential to ensure that meeting rooms are set up with the necessary equipment and materials. As the primary point of contact for internal and external inquiries directed to the executive, you will draft and proofread emails, memos, and other correspondence, maintaining a high level of professionalism and integrity. Additionally, you will arrange travel plans, accommodations, and itineraries for the executive, anticipating and addressing any travel-related issues to ensure smooth arrangements. Maintaining organized and up-to-date files, both physical and digital, is also a key responsibility. You will assist in the preparation and distribution of reports and presentations, handling sensitive information with the utmost discretion and maintaining confidentiality throughout your work.

Responsibilities

• Manage and coordinate the executive's schedule, ensuring optimal time management.
• Schedule and organize meetings, appointments, and conference calls.
• Coordinate all aspects of internal and external meetings, including logistics, agendas, and materials.
• Ensure meeting rooms are set up with necessary equipment and materials.
• Serve as the primary point of contact for internal and external inquiries directed to the executive.
• Draft and proofread emails, memos, and other correspondence.
• Arrange travel plans, accommodations, and itineraries for the executive.
• Anticipate and address travel-related issues to ensure smooth arrangements.
• Maintain organized and up-to-date files, both physical and digital.
• Assist in the preparation and distribution of reports and presentations.
• Handle sensitive information with the utmost discretion and maintain confidentiality.
• Uphold a high level of professionalism and integrity.

Requirements

• General experience working for a construction type organization.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficient in MS Office and calendar management tools.
• Ability to multitask and prioritize tasks efficiently.
• Detail-oriented with a proactive and problem-solving attitude.
• Bachelor's degree or Master's degree in a related field, plus 3 years of related work experience.
• English and Spanish fluency required.