Executive Administrative Assistant & Project Coordinator (Bilingual)

Position Summary

We are seeking a highly organized, proactive, and dependable Executive Administrative Assistant & Project Coordinator to support our Executive Leadership and Commercial Sales teams.

This is a hybrid role combining executive administrative support, project and workflow coordination, HubSpot management, customer support, and sales team assistance. The ideal candidate is a strong team player who takes initiative, communicates effectively, follows through on commitments, and is willing to step in wherever needed to help the team succeed.

This position will work closely with the CEO, COO, CCO, and Commercial Team to help keep projects, customer needs, meetings, schedules, reporting, and daily priorities organized and moving forward.

Key Responsibilities

Project & Workflow Coordination

• Coordinate and monitor projects, priorities, timelines, and action items across the organization.
• Maintain project and customer information within HubSpot, ensuring information and status updates remain current.
• Track open assignments, customer requests, and follow-up items through completion.
• Pull reports, sales data, pipeline information, and project updates from HubSpot as needed.
• Work cross-functionally with internal departments to support projects, resolve questions, and keep priorities moving forward.
• Communicate project status, outstanding items, and important deadlines to appropriate team members.

Executive & Administrative Support

• Provide administrative and organizational support to the CEO, COO, and CCO.
• Manage calendars, appointments, meetings, travel arrangements, and other scheduling needs.
• Assist with preparation and coordination for executive meetings, Board meetings, customer visits, and facility tours.
• Support day-to-day administrative needs and special assignments as requested.
• Handle confidential company, customer, and employee information with professionalism and discretion.

Commercial Sales & Customer Support

• Provide project support to the Commercial Sales Team.
• Assist with customer questions, requests, project follow-up, and internal coordination.
• Support preparation of sales and marketing presentations, reports, and other customer-facing materials.
• Assist with customer meetings, tradeshows, industry events, facility tours, and related preparation and logistics.
• Help ensure the Commercial Team has the information, materials, and support necessary to effectively manage customer relationships and opportunities.

Required Qualifications

• Bilingual in English and Spanish – required, with strong verbal and written communication skills in both languages.
• Previous experience in an Executive Assistant, Administrative Assistant, Project Coordinator, Sales Coordinator, or similar role.
• Experience with HubSpot CRM or comparable CRM/project management systems.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, Word, and Teams.
• Strong organizational, project coordination, and time-management skills.
• Excellent follow-up skills and ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Detail-oriented with a high level of accuracy and professionalism.
• Ability to work effectively in a fast-paced, changing environment.
• Ability to maintain confidentiality and exercise sound judgment.

Ideal Candidate

The ideal candidate is a proactive and resourceful problem solver with excellent communication skills, exceptional attention to detail, and a strong sense of teamwork. They should have experience working in a professional office environment, managing administrative responsibilities, and supporting coworkers and leadership across multiple functions.

Success in this role requires someone who can anticipate needs, take initiative, manage multiple priorities and complex schedules, and adapt quickly to changing deadlines. Strong follow-through, accountability, and the ability to keep projects and priorities moving forward are essential.

Above all, this individual should be a dependable and collaborative team player who is willing to step in wherever needed. They should bring a positive attitude, strong sense of urgency, and a genuine commitment to supporting the team and contributing to the overall success of the organization.

Key Competencies

• Team player and collaborative mindset
• Strong organization and follow-through
• Project and workflow management
• HubSpot/CRM proficiency
• Executive and Commercial Team support
• Customer-focused and responsive
• Strong sense of urgency
• Exceptional attention to detail
• Excellent communication skills
• Problem solving and resourcefulness
• Flexibility and adaptability
• Ability to prioritize and multitask
• Self-motivated and accountable
• Professionalism and confidentiality

Pay: From $1.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: In person