Bilingual Executive Assistant

Executive Operations Assistant (Bilingual Spanish/English)

We are seeking a highly organized, proactive, and dependable Executive Operations Assistant to support both the CEO and the day‑to‑day operational functions of a fast‑paced immigration law firm. This hybrid role combines executive support, administrative coordination, records management, mail handling, and operational logistics. The ideal candidate thrives on structure, follow‑through, and maintaining order. You will help manage schedules, organize documents and physical spaces, coordinate appointments and logistics, handle mail and scanning, run local errands, and ensure important tasks and deadlines do not fall through the cracks.

• Calendar & Deadline Management – Own and manage the CEO’s calendar, including scheduling, rescheduling, and confirming appointments; track and maintain professional and personal deadlines; proactively remind the CEO of upcoming commitments and follow up until tasks are completed; help maintain a realistic, organized, and manageable schedule.
• Task Tracking & Follow‑Through – Maintain a running list of the CEO’s priorities, tasks, and pending items; follow up consistently on open items to ensure completion; coordinate simple follow‑ups with team members, vendors, or service providers as directed; help ensure day‑to‑day responsibilities and commitments are executed on time.
• Mail & Document Handling – Pick up, sort, and scan incoming mail at least twice per week; upload and correctly label documents within the firm’s case management system; notify team members of urgent or time‑sensitive mail; prepare and send outgoing mail including certified mail, Fed Ex shipments, and legal correspondence; track incoming and outgoing mail for accountability; maintain organized filing systems for both digital and physical records.
• File Digitization & Records Management – Scan and digitize legacy hard‑copy client files into the firm’s digital systems; ensure digitized files are complete, organized, and properly stored; rename and organize folders in accordance with internal SOPs and naming conventions; maintain consistency and accuracy across physical and digital file systems; organize and maintain physical file cabinets and storage areas.
• Personal & Business Logistics – Schedule and confirm appointments (business and personal); book travel arrangements, including flights, hotels, and transportation; coordinate vendors and service providers such as cleaners, repair professionals, and delivery services; run local errands, including supply pickups, document drop‑offs, and office‑related tasks.
• Driving & Errands – Drive the CEO to appointments or the airport when needed; visit the PO box multiple times per week to retrieve and organize mail; handle occasional in‑person tasks requiring reliability and timeliness; pick up files or documents from the office, court, or government agencies when necessary.
• Organization & Environment Management – Maintain organization of the CEO’s office areas, drawers, shelves, and work spaces; ensure important materials and frequently used items are easy to locate; help maintain orderly office and storage environments.
• Email & Administrative Support – Assist with basic email organization and flagging important items; organize notes, reminders, and reference materials; support administrative tasks that reduce operational bottlenecks and mental clutter for the CEO.
• Household Coordination – Coordinate with the Household Manager regarding scheduling and logistics as needed; assist with scheduling household‑related appointments and services; help support family logistics when necessary.

• The CEO’s schedule is organized, realistic, and consistently followed.
• Deadlines, mail, and tasks are handled proactively and accurately.
• Physical and digital records remain organized and easy to retrieve.
• The CEO does not need to repeatedly follow up on routine tasks.
• Mail, scanning, filing, and operational logistics are consistently handled without issues.
• Nothing falls through the cracks.

• Required Experience – 2–5+ years of experience in an Executive Assistant, Administrative…