Remote Bilingual Executive Administrative Assistant

hace 4 días

Quito, Provincia de Pichincha Teamficient

IMPORTANT: Application Requirement

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Applications submitted through any other channel will not be accepted or reviewed. No exceptions.

Remote Bilingual Executive Administrative Assistant

About the Role

We're looking for a highly organized and proactive Bilingual Executive Administrative Assistant to partner with our leadership team. If you excel at keeping things running smoothly, anticipate needs before they arise, and handle everything from complex calendars to confidential projects with equal professionalism, we'd love to meet you.

You'll be the right hand to our executives—managing their time, coordinating important meetings, and serving as a trusted liaison between leadership and the rest of the organization. This role is perfect for someone who thrives on variety, enjoys solving problems, and takes pride in making everything work seamlessly behind the scenes.

Core Responsibilities

Manage executive schedules and logistics

  • Coordinate complex calendars, prioritizing meetings and appointments strategically
  • Arrange travel itineraries, accommodations, and detailed travel plans
  • Anticipate scheduling conflicts and resolve them proactively

Facilitate effective meetings and communication

  • Prepare meeting agendas, materials, and documentation in advance
  • Take accurate meeting minutes and track follow-up action items
  • Monitor and respond to emails and communications on behalf of executives
  • Serve as a professional point of contact with internal teams and external partners

Handle confidential information with discretion

  • Manage sensitive documents and information with the highest level of confidentiality
  • Ensure security protocols are followed for all executive materials
  • Exercise sound judgment in determining what information to share and when

Support projects and organizational initiatives

  • Prepare reports, presentations, and other business documentation
  • Assist with planning and coordinating corporate events, meetings, and conferences
  • Support special projects assigned by executives, seeing them through to completion
  • Maintain organizational systems to ensure office efficiency

Provide technical and operational support

  • Set up and manage virtual meetings using platforms like Zoom and Microsoft Teams
  • Handle administrative tasks, including filing, data entry, and document management
  • Keep office processes running smoothly through attention to detail and follow-through

Candidate Qualifications

Non-negotiable Requirements:

  • At least 2-3 solid years working as an administrative assistant or executive assistant
  • Proven track record supporting senior-level executives
  • Experience managing complex schedules and competing priorities
  • Background handling confidential information with discretion

Essential Skills:

  • Exceptional organizational skills and attention to detail
  • Strong time management and ability to multitask effectively
  • Excellent written and verbal communication abilities
  • Proactive problem-solver who anticipates needs
  • Ability to work independently with minimal supervision
  • Professional demeanor and high level of discretion

Technical Proficiency:

  • Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint)
  • Comfortable with office management and productivity tools
  • Experience with virtual meeting platforms (Zoom, Microsoft Teams)
  • Able to learn new software and systems quickly

Education & Language:

  • University degree in business administration, executive secretarial studies, or related field
  • C1-C2 level English proficiency (fluent/native level)

Bilingual Capability:

  • Intermediate to advanced English proficiency required
  • Strong written and verbal communication in English for professional business contexts

Job Type: Full-time

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