Executive Assistant -English/Spanish

$39,520 - $45,760/Yr

5th Head Quarters - Fort Lauderdale, FL

Full-time - Mid Level

Fort Lauderdale, FL

Administrative and Support Services

About the position

We are seeking a highly organized and efficient Bilingual Executive Assistant to support the executive team of a construction company located in Fort Lauderdale. The ideal candidate will possess strong organizational and time-management skills, excellent written and verbal communication abilities, and proficiency in Microsoft Office and calendar management tools. Fluency in both English and Spanish is a requirement for this role, as the assistant will be interacting with a diverse range of stakeholders. The Executive Assistant will play a crucial role in managing the executive's schedule, ensuring that all appointments, meetings, and travel arrangements are handled with precision and professionalism. In this position, the Executive Assistant will be responsible for managing and coordinating the executive's schedule, ensuring optimal time management. This includes scheduling and organizing meetings, appointments, and conference calls, as well as coordinating all aspects of internal and external meetings, including logistics, agendas, and materials. The assistant will also serve as the primary point of contact for internal and external inquiries directed to the executive, requiring a high level of professionalism and discretion. The role will involve drafting and proofreading emails, memos, and other correspondence, as well as arranging travel plans, accommodations, and itineraries for the executive. The Executive Assistant will need to anticipate and address any travel-related issues to ensure smooth arrangements. Additionally, maintaining organized and up-to-date files, both physical and digital, is essential. The assistant will also assist in the preparation and distribution of reports and presentations, handling sensitive information with the utmost discretion and maintaining confidentiality throughout all tasks.

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

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