Bilingual Executive Secretary

Position Summary

The Bilingual Executive Secretary will provide high-level administrative and executive support to the President of the Company and four senior executives. This role requires exceptional organizational skills, discretion, professionalism, strong communication abilities, and the capacity to manage multiple priorities in a fast-paced corporate environment.

Key Responsibilities

Executive Support

• Provide direct administrative support to the President of the Company.
• Assist four senior executives with daily administrative and operational tasks.
• Manage executive calendars, appointments, meetings, and travel arrangements.
• Coordinate and prioritize schedules to maximize executive productivity.
• Prepare meeting agendas, presentations, reports, and executive correspondence.
• Handle confidential information with the highest level of discretion.

Calendar & Meeting Management

• Manage complex schedules using Google Calendar.
• Schedule internal and external meetings across multiple time zones.
• Coordinate conference calls, virtual meetings, and executive events.
• Prepare meeting materials and follow up on action items.

Administrative Coordination

• Draft, review, and format business correspondence in both English and Spanish.
• Maintain accurate records, files, and documentation.
• Coordinate travel itineraries, accommodations, transportation, and expense reports.
• Track executive priorities and ensure timely completion of commitments.

SAP Administration

• Utilize SAP for administrative processes, reporting, data entry, and document management.
• Generate reports and support executive requests through SAP systems.
• Maintain accuracy and confidentiality of company information.

Communication & Stakeholder Management

• Serve as a professional point of contact for clients, vendors, partners, and internal stakeholders.
• Screen calls, emails, and correspondence efficiently.
• Ensure effective communication flow between executives and departments.
• Represent the executive office with professionalism and excellent customer service.

Qualifications

Education

• Associate's or Bachelor's Degree in Business Administration, Management, Languages, or a related field preferred.

Experience

• Minimum of 3 years of experience as an Executive Assistant, Executive Secretary, or similar administrative role.
• Experience supporting C-Level executives preferred.
• Experience managing multiple executive calendars simultaneously.

Technical Skills

• Advanced proficiency in Google Workspace, especially Google Calendar.
• Experience using SAP.
• Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to prepare reports, presentations, and executive documentation.

Language Requirements

• Fully bilingual (English and Spanish).
• Excellent verbal and written communication skills in both languages.
• Ability to draft professional correspondence without supervision.

Required Competencies

Excellent Diction

• Clear, professional, and articulate verbal communication.

Excellent Spelling and Grammar

• Strong written communication skills in both English and Spanish.
• High attention to detail and document accuracy.

Organization & Time Management

• Ability to manage multiple priorities and deadlines simultaneously.
• Strong follow-up and coordination skills.

Professionalism & Confidentiality

• High degree of integrity and discretion.
• Ability to handle sensitive and confidential information.

Interpersonal Skills

• Strong relationship-building abilities.
• Professional presence and executive-level customer service orientation.

Success Profile

The ideal candidate is a highly organized, proactive, bilingual professional with excellent diction, outstanding writing skills, advanced calendar management expertise, SAP experience, and the ability to effectively support the President and multiple senior executives in a demanding corporate environment.