Executive Assistant to Company Directors (Bilingual-Spanish & English)

Job description

Summary

This demanding, fast-paced role requires a highly professional Executive Assistant to provide comprehensive, confidential and professional support to two senior Directors of one of the Caribbean's top manufacturing and distribution companies.

In this role the Executive Assistant serves as the administrative point person, ensuring smooth functioning of activities and processes in multiple lines of business, and the lead on the management of travel arrangements and coordination of meetings. both locally and internationally. 

This role also requires working along with senior management on behalf of Directors for department planning and assignment of work; collaborating to supervise projects and support Human Resource Management for multiple offices internationally, interacting extensively with other staff members, and vendors.


Key Responsibilities

  • Perform diversified and high level administrative duties of a confidential nature as well as project coordination
  • Coordinates small to medium sized projects including analysis of systems, polices and/or procedures, research and presentation preparation, and project management of new business initiatives. Ensures project planning methods are used when necessary to track projects
  • Receiving and distributing incoming items of correspondence by way of letter, faxes, e-mail or routine documents
  • Managing Directors' calendars, travel, meeting, schedule arrangements for the Directors, staff, business partners, and customers
  • Working closely with other team members to assure the Directors preparation for meetings, presentations or other engagements are ready
  • Drafting and sending outgoing items of correspondence for Directors
  • Translating documents from English to Spanish and vice versa
  • Acting as an interpreter (Spanish / English)
  • Collating and distributing reports as required
  • Handling foreign correspondence
  • Developing and maintaining an effective filing system for the Directors
  • Managing and documenting all correspondence in relation to the Directors' personal philanthropic activities
  • Arranging in house and offsite appointments/meetings
  • Co-ordinating luncheons/functions internally etc. for visitors and events outside of the office for e.g. meetings
  • Co-ordinating travel, hotel and transport (internal and external) arrangements for Managers and visitors
  • Traveling with Directors to manage and attend international meetings and conferences 
  • Keeping contracts, legal documents and other files updated 
  • Providing special attention and care to VIP visitors
  • Supporting and contributing to team efforts


Requirements

Minimum Qualifications & Experience 

  • Must have Full Professional Proficiency / Fluent in both the Spanish and English language
  • Must have 2-4 years experience translating corporate documents 
  • The ability to travel on short notice for up to 2 weeks at a time
  • Over seven (7) years’ experience as an Executive Assistant
  • At least ten (10) ten years professional experience in an administrative role 
  • Bachelor’s Degree in Business or related field would be an asset 
  • High proficiency in Office 365
  • Excellent verbal and writing skills
  • Trustworthy with impeccable moral standards
  • Discrete, reserved and able to handle business, personal, and family information with the highest level of confidence
  • Professionalism in appearance and attitude
  • Highly organised
  • Able to adapt quickly, handle multiple tasks, and prioritize
  • Able to work without supervision
  • Able to be contactable outside of normal working hours
  • Confident Exceptional interpersonal skills 
  • Possesses a valid drivers license and a vehicle in excellent working condition