Executive Assistant

Company: TeamFicient
Location: Remote
Employment Type: Part-Time (30-Day Trial Period)
Salary Range: TBD
Work Schedule: Part-Time
Working Hours: TBD
Days Off: TBD
What We Are Looking For?
We are looking for a skilled, organized, and proactive Bilingual Administrative Assistant (English/Spanish) to provide direct administrative and creative support to the leadership team of a marketing agency.
We are seeking someone who is detail-oriented, dependable, and comfortable managing daily administrative tasks, handling email correspondence, coordinating client follow-ups, and communicating with printing vendors. The ideal candidate should also be capable of assisting with presentations, promotional mock-ups, and other creative materials as needed.
The ideal candidate should have excellent communication and organizational skills, be proficient in project management and design tools, and be able to manage multiple responsibilities efficiently. Previous experience working in a marketing agency or print shop is highly desirable.
Key Responsibilities

• Manage daily administrative tasks and provide direct support to the agency's leadership team.
• Monitor and organize email inboxes, manage correspondence, and ensure timely responses.
• Coordinate client follow-ups and maintain professional communication with clients and business contacts.
• Communicate with printing vendors to request quotes, confirm pricing, and coordinate project requirements.
• Review design files and verify print specifications, including dimensions, resolution, bleed, and other print quality requirements.
• Coordinate print production timelines and follow up with vendors regarding project status and delivery.
• Create and edit presentations, promotional mock-ups, and marketing materials as required.
• Provide design assistance and backup support using Canva, Adobe Express, or Adobe Creative Suite.
• Assist with preparing visual materials for client presentations, proposals, and promotional campaigns.
• Use ClickUp to organize tasks, manage deadlines, and track project progress.
• Prepare, update, and maintain spreadsheets, documents, and presentations using Microsoft Excel, Word, and PowerPoint.
• Maintain organized digital files, project documentation, and administrative records.
• Support additional administrative and creative tasks to ensure smooth day-to-day operations.

Required Qualifications

• Bilingual proficiency in English and Spanish, both written and verbal.
• Previous experience in an administrative assistant, virtual assistant, or similar support role.
• Proficiency in ClickUp for task management and project coordination.
• Experience with Canva and Adobe Express or Adobe Creative Suite.
• Proficiency in Microsoft Excel, Word, and PowerPoint.
• Strong email management and client follow-up skills.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Strong problem-solving skills and the ability to work independently.
• Professional communication skills when dealing with clients, vendors, and internal team members.

Preferred Qualifications

• Previous experience working in a marketing agency, advertising agency, creative studio, or print shop.
• Familiarity with print production processes, print-ready file preparation, and quality specifications.
• Experience communicating with printing vendors and coordinating quotes and production requirements.
• Experience creating presentations, promotional mock-ups, and marketing collateral.
• Familiarity with marketing project workflows and creative production processes.
• Experience supporting business owners, executives, or small leadership teams.
• Ability to provide flexible administrative and creative support based on business needs.

Job Type: Full-time

Work Location: Remote