Bilingual Executive/Personal Assistant

Aston Carter - Tampa, FL

Full-time

Tampa, FL

Administrative and Support Services

About the position

The Bilingual Executive/Personal Assistant provides dedicated support to the Founding Attorney in Tampa, Florida, and during travel both domestically and internationally. This role is crucial for organizing and maintaining the executive's schedule while performing various administrative, marketing, and support tasks. The position requires a high level of professionalism, confidentiality, and the ability to anticipate needs and offer solutions to problems.

Responsibilities

• Travel with and provide onsite support to the executive at all times, including in the Tampa office and during domestic and international trips.
• Support the executive in all facets to free up time to focus on the business.
• Coordinate management of the executive's heavy schedule (personal and professional).
• Prepare itineraries and ensure all materials are ready for meetings.
• Prepare, print, and summarize documents for executive review, ensuring all materials are organized and accessible.
• Draft emails, reports, and presentations as needed. Manage and respond to emails on behalf of the executive as needed.
• Attend client events and assist with setting up marketing equipment and materials and establishing a welcoming environment for clients.
• Interface with clients as needed to prepare them for meetings with the executive.
• Build and maintain strong relationships with team members and clients, ensuring effective communication and support.
• Serve as a liaison between the CEO and other executive leaders and/or support staff.
• Coordinate with IT and other administrative staff to ensure all technical requirements are met to support marketing and/or work events.
• Set and enforce boundaries, managing workloads and priorities assertively yet amicably.
• Serve as a communication intermediary between the executive and external contacts.
• Assist in the planning and execution of special projects, initiatives, and events.
• Track progress and ensure deadlines are met. Conduct research and compile information to support decision-making processes.
• Provide summaries and insights as needed. Manage sensitive information with discretion and confidentiality at all times.
• Oversee office supplies and equipment, ensuring the executive office runs smoothly and efficiently.
• Manage wardrobes for marketing events including ensuring wardrobes and related materials are onsite and ready in advance.
• Ensure a clean and appropriate working environment for the executive at all times and support in ensuring proper nutrition and health of the executive to allow greater focus on the business.

Requirements

• 10+ years of experience as an Executive Assistant, ideally supporting high-level executives in a high-growth and fast-paced setting.
• Bachelor's degree.
• Proficiency in MS Office.
• Bilingual in Spanish required.
• Willingness to travel up to 30% of the time including international travel.
• Valid passport and driver's license.

Nice-to-haves

• Ability to anticipate needs
• Critical thinking
• High level of professionalism and confidentiality
• Assertive yet amicable boundary setting
• Strong relationship-building
• Effective communication
• Organizational skills