Bilingual Executive Assistant (Spanish-English)

Virtual Assist; Philippines; Remote; PHP 420,000 - 620,000; Full time

Benefits offered by this job

Paid training

Work from home

Job summary

Virtual Assist is seeking an organized, proactive Executive Assistant to support company leadership with administrative, scheduling, recruitment, and project management tasks.

The ideal candidate will thrive in a fast-paced remote environment, excel at English communication, manage multiple projects, and help streamline processes across teams using tools like Asana, Google Workspace, and CRM systems.

Qualifications

• 2–3 years in executive/virtual assistant or similar role.
• Excellent written and verbal English.
• Strong scheduling and calendar management.
• Experience with recruitment coordination a plus.
• Proficient in Google Workspace and PM tools.
• Able to manage multiple projects and deadlines.
• Discretion and confidentiality.

Responsibilities

• Manage executive calendars and appointments.
• Schedule meetings with multiple parties.
• Send confirmations, reminders, and invitations.
• Coordinate internal and external meetings.
• Assist with recruitment: review applicants and coordinate interviews.
• Create and post job openings.
• Maintain candidate records and recruitment activity.
• Support project management: track tasks and statuses.
• Maintain PM tools like Asana, Trello, Notion.
• Prepare reports, documents, and presentations.
• Organize emails, files, and communications.
• CRM updates and lead tracking.
• Assist with admin initiatives and process improvement.
• Proactively identify tasks and communicate to leadership.

Skills

Calendar management

Scheduling

Recruitment coordination

Project coordination

Google Workspace

PM tools

CRM familiarity

Executive communication

Attention to detail

Independent work

Tools

Asana

ClickUp

Trello

Monday.com

Notion

Google Docs

Google Sheets

Gmail

CRM software

Job description

We are seeking a highly organized, proactive, and dependable Executive Assistant to provide administrative, scheduling, recruitment, and project management support to company leadership. The ideal candidate has excellent English communication skills, strong attention to detail, and a proven background in project management or operations.

Key Responsibilities:

• Manage and maintain executive calendars, schedules, and appointments
• Schedule meetings, calls, interviews, and other appointments while coordinating with multiple parties
• Send meeting confirmations, reminders, follow-ups, and calendar invitations
• Coordinate internal and external meetings and ensure all necessary details are communicated
• Assist with appointment setting and follow-up communication with prospects, clients, candidates, and business contacts
• Create, publish, and manage job postings across various hiring platforms
• Assist with recruiting by reviewing applicants, coordinating interviews, communicating with candidates, and tracking hiring progress
• Maintain organized records of candidates, applications, interviews, and recruitment activities
• Support project management by tracking tasks, deadlines, deliverables, and project status
• Coordinate with team members to ensure projects and assigned tasks stay on schedule
• Maintain project management platforms such as Asana, ClickUp, Trello, Monday.com, or similar tools
• Follow up with team members on outstanding tasks and provide status updates to leadership
• Prepare reports, documents, spreadsheets, presentations, and other administrative materials
• Manage and organize emails, messages, files, and other business communications
• Conduct research and compile information as requested by leadership
• Assist with CRM updates, lead tracking, and maintaining accurate business records
• Support recruitment, sales, marketing, and administrative initiatives as needed
• Help create, improve, and document internal processes and workflows
• Organize digital files, documents, contracts, and other company information
• Coordinate special projects and administrative assignments from leadership
• Proactively identify tasks, issues, or opportunities that require attention and communicate them to leadership
• Perform other administrative and project-related duties as assigned

Qualifications & Skills:

• Minimum of 2-3 years of experience as an Executive Assistant, Virtual Assistant, Project Coordinator, Operations Coordinator, or similar role
• Excellent written and verbal English communication skills
• Strong appointment-setting, scheduling, and calendar management experience
• Previous experience with project management, project coordination, or operations is highly preferred
• Experience creating and managing job postings on platforms such as Indeed, LinkedIn, Facebook, or similar hiring websites
• Experience assisting with recruitment and candidate coordination is a plus
• Strong proficiency with Google Workspace, including Gmail, Google Calendar, Google Docs, and Google Sheets
• Experience with project management platforms such as Asana, ClickUp, Trello, Monday.com, Notion, or similar tools
• Familiarity with CRM systems and other business software
• Excellent organizational and time-management skills
• Strong attention to detail and ability to follow through on tasks
• Ability to manage multiple projects, deadlines, and priorities simultaneously
• Strong follow-up skills and ability to keep team members accountable for assigned tasks
• Proactive problem-solving mindset with the ability to work independently
• Ability to communicate professionally with executives, clients, candidates, and team members
• Highly dependable, organized, and adaptable in a fast-paced environment
• Strong sense of confidentiality, professionalism, and integrity
• Ability to learn new software, systems, and processes quickly

Benefits:

• Paid training
• Work from home