Location: Houston, TX 77079 (Onsite)
Position Type: Temporary
Position Summary
Our client is seeking a highly organized, resourceful, and proactive
Bilingual Executive Assistant to provide comprehensive support to a high-profile executive overseeing multiple business entities. This is a fast-paced role requiring exceptional organizational skills, sound judgment, discretion, and the ability to manage both complex corporate responsibilities and confidential personal matters.
The ideal candidate thrives in a dynamic environment, can anticipate executive needs, successfully manages competing priorities, and remains composed under pressure. This position requires a high level of professionalism, flexibility, and responsiveness, as executive needs may occasionally arise outside of traditional business hours.
Key Responsibilities
Executive Support
- Provide high-level administrative support to a senior executive managing multiple businesses and investments.
- Manage complex calendars, coordinate appointments, prioritize scheduling conflicts, and organize executive meetings.
- Arrange domestic and international travel, including flights, hotels, ground transportation, itineraries, and travel documentation.
- Prepare presentations, reports, meeting agendas, briefing materials, and executive correspondence.
- Attend meetings when requested, document action items, and ensure timely follow-up on key initiatives.
- Handle confidential and highly sensitive information with discretion and professionalism.
- Anticipate executive needs and proactively resolve scheduling and administrative challenges.
Financial Administration
- Prepare, review, and reconcile high-volume executive expense reports.
- Review and reconcile corporate credit card statements, ensuring accuracy, proper coding, and timely submission.
- Assist with invoice processing, vendor coordination, budget tracking, and financial documentation.
- Maintain organized financial records while ensuring compliance with company policies.
Business Operations
- Coordinate communication between executive leadership, internal departments, business partners, vendors, and external stakeholders.
- Support cross-functional projects and monitor deadlines to ensure timely completion.
- Assist in developing and improving administrative processes to increase operational efficiency.
- Maintain organized electronic and physical filing systems and business records.
Personal Executive Support
- Provide confidential personal assistance with scheduling, appointments, and lifestyle management.
- Coordinate personal calendars, properties, vendors, family-related logistics, and other personal administrative responsibilities.
- Manage sensitive personal matters with professionalism, diplomacy, and complete confidentiality.
- Balance corporate and personal priorities while maintaining exceptional organization and responsiveness.
Office & Project Coordination
- Coordinate executive meetings, company events, and special projects.
- Assist with onboarding coordination and administrative support for new employees.
- Maintain project documentation and monitor follow-up activities.
- Identify opportunities to improve executive support processes and administrative workflows.
Qualifications
- Bachelor's degree in Business Administration, Management, Finance, or related field preferred.
- Bilingual in Spanish (read, write, and speak) REQUIRED.
- Significant experience supporting C-suite executives or senior leadership.
- Experience providing both executive business support and confidential personal assistant support is highly preferred.
- Extensive experience with domestic and international travel coordination.
- Strong background in executive expense reporting, credit card reconciliation, budgeting, and financial administration.
- Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
- Experience using ERP, accounting, or expense management systems such as NetSuite is preferred.
- Outstanding organizational, analytical, and problem-solving abilities.
- Excellent verbal and written communication skills.
- Ability to prioritize multiple projects in a fast-paced environment while maintaining exceptional attention to detail.
- Demonstrated professionalism, discretion, integrity, and sound judgment.
Core Competencies
- Executive-level administrative support
- Corporate and personal executive assistance
- Calendar management
- Domestic and international travel coordination
- Executive expense reporting and reconciliation
- Financial administration
- Project coordination
- Process improvement
- Vendor management
- Confidential information management
- Organizational and time management
- Communication and relationship management
- Adaptability and initiative
- Multitasking in a fast-paced environment
Work Environment
- Full-time onsite position in West Houston.
- No travel is required for this role.
- Position requires flexibility and the ability to respond to changing priorities in a fast-paced executive environment.
- Must possess a high degree of professionalism, resilience, and the ability to work effectively with a demanding executive while maintaining exceptional customer service and discretion.
This temporary assignment offers the opportunity to support a successful executive and gain valuable experience in a dynamic, entrepreneurial business environment. Candidates with experience supporting senior executives, managing complex schedules, coordinating travel, handling executive finances, and providing confidential personal assistance are encouraged to apply.
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