Bilingual Executive Assistant to the CEO

Nueva Esperanza, Inc.; Philadelphia (Philadelphia County); On-site; USD 60,000 - 70,000; Full time

Job summary

Nueva Esperanza, Inc. in Philadelphia seeks an Executive Assistant to the CEO to manage calendar, travel, and communications, ensuring smooth daily operations and strategic focus. The role requires bilingual English/Spanish, excellent organizational and written skills, and proficiency in Microsoft Office.

You will coordinate meetings, prepare reports, and provide hospitality support for guests and events. Experience in a non-profit or mission-driven setting is preferred, with discretion and a

Qualifications

• Bachelor’s degree and proven experience in a similar role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Bilingual English/Spanish with strong written and verbal communication.

Responsibilities

• Manage and maintain the CEO’s calendar, travel, and meetings.
• Prepare and organize documents, reports, and presentations.
• Handle correspondence ensuring timely responses.
• Occasional evening/weekend commitments may be required.
• Coordinate hospitality and logistics for meetings and events.

Skills

Bilingual

Organizational skills

Communication skills

Hospitality

English

Spanish

Education

Bachelor's degree

Tools

Microsoft PowerPoint

Microsoft Word

Microsoft Excel

Microsoft Office

Outlook

Zoom

Microsoft Teams

Skype

Job description

Salary

• $60,000 - $70,000 a year

Qualifications

• Microsoft PowerPoint
• Bilingual
• Microsoft Word
• Hospitality
• Spanish
• Microsoft Excel
• English
• Mid-level
• Microsoft Office
• Bachelor's degree
• Organizational skills
• Communication skills

Job description

The Executive Assistant to the CEO plays a crucial role in ensuring the smooth functioning of the CEO’s office. This individual will serve as the primary point of contact for internal and external communications involving the CEO, manage schedules, and provide administrative support to enable the CEO to focus on strategic priorities. The ideal candidate is proactive, highly organized, and possesses exceptional communication skills.

1. Administrative Support:

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and organize documents, reports, and presentations for meetings and events.
• Handle correspondence, including emails, letters, and phone calls, ensuring timely and appropriate responses.
• Role requires occasional evening and weekend commitments.
• Experienced in preparing and processing expense reports, reimbursement forms, utilizing Microix systems for efficient expense tracking, and ensuring compliance with company policies.

2. Meeting Coordination:

• Arrange and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Liaise with donors, partners, and other stakeholders as needed.
• Proficient in managing and troubleshooting video conferencing platforms (Zoom, Microsoft Teams, Skype, etc.), ensuring seamless virtual meetings, and providing technical support to executives and teams for optimal performance.

3. Communication:

• Act as a bridge for smooth communication between the CEO’s office and internal teams or external partners.
• Maintain confidentiality and professionalism in handling sensitive information.

4. Office Management:

• Oversee the organization of the CEO’s office, ensuring it is well-maintained and equipped.
• Support other administrative tasks as necessary to contribute to overall organizational efficiency.

5. Hospitality:

• Welcome and assist visitors, ensuring a warm and professional experience.
• Coordinate hospitality arrangements for meetings and events, including catering and logistics.
• Anticipate and address the CEO’s and guests’ needs during events or meetings.

Requirements:

• Bachelor’s degree.
• Proven experience in a similar role, preferably within a non-profit or mission-driven organization.
• Exceptional organizational skills with the ability to multitask and prioritize effectively.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• High discretion and professionalism when handling confidential matters.
• Bilingual (English and Spanish)
• A proactive and adaptable approach to problem-solving.

Preferred Skills:

• Familiarity with non-profit operations and stakeholder engagement.
• Experience working with diverse teams and managing complex schedules

Salary Description

60,000.00-70,000.00