Job Description

Position : Executive Assistant 

Working Schedule : 9a-6p CST

Salary Range :$1,500-$2,000 USD Monthly (the final salary will be determined by the candidate's level of experience and at the discretion of the client)

Job Summary

We are seeking a highly organized, resourceful, and proactive Executive Assistant to support our executive team in managing a wide range of responsibilities across e-commerce operations and property management. The ideal candidate is detail-oriented, tech-savvy, and adept at handling complex scheduling, communication, and operational workflows in a fast-paced environment. This is a dynamic role that involves both professional and personal task management, requiring strong multitasking skills and discretion.

Key Responsibilities

 Administrative Support

• Manage and prioritize executive calendars, email inboxes, and SMS alerts
• Coordinate communications with vendors, financial institutions, and service providers

Real Estate Property Management

• Act as the primary point of contact for tenants
• Coordinate repairs and maintenance, ensuring compliance with property regulations
• Manage vendor payments using accounts payable software

Travel Coordination

• Book flights, accommodations, and rental vehicles, utilizing loyalty programs and travel points
• Set travel alerts and maintain frequent flyer and travel membership accounts

Financial & Vendor Management

• Track and organize expenses, invoices, and financial documents
• Address billing discrepancies and work with accountants as needed
• Maintain relationships with vendors and oversee refund processes

E-commerce Business Support

• Assist with daily operations for two e-commerce businesses
• Handle backend administrative tasks, supplier communications, and product research
• Monitor order fulfillment, inventory levels, and Amazon/e-commerce platform metrics

 Purchasing & Errands

• Place orders for groceries, office supplies, and miscellaneous items
• Manage product returns and coordinate related errands

Card & Account Management

• Oversee employee credit card renewals, cancellations, and replacements

Communication & Delegation

• Represent executives in select virtual meetings and calls
• Follow up with internal team members to ensure timely completion of tasks and projects

 

Qualifications & Skills:

• 3+ years of proven experience as an Executive Assistant
• 1+ years of experience within the Ecommerce industry
• 1+ years of experience within the Property Management industry
• Bilingual: Spanish and English (Exceptional verbal and written communication skills)
• Excellent organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and financial software/tools.
• Experience and proficient in Clickup or equivalent Project Manager software
• Ability to work independently and collaboratively in a fast-paced environment.
• High level of integrity and ability to handle sensitive information confidentially.

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