Bilingual Administrative

The Ideas Factory (TIF) is seeking a highly organized, bilingual (Spanish and English) **Administrative & Executive Assistant** to support the CEO, who also leads sales efforts for the company, and manage the general administration of our creative workspace, **TIF Casa**. This role combines executive support, sales coordination, and office operations to ensure the smooth and efficient functioning of our business.

**Key ResponsibilitiesExecutive Assistance to the CEO**
- Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements.
- Act as a liaison between the CEO and internal/external stakeholders, ensuring clear communication and timely follow-ups.
- Prepare meeting agendas, sales materials, and presentations as needed.
- Track the CEO’s tasks, priorities, and deadlines, providing proactive support to maintain focus on sales and strategic goals.

**Sales Support**
- Assist the CEO in managing sales pipelines, leads, and follow-ups with potential clients.
- Prepare and organize sales proposals, contracts, and presentations.
- Monitor and coordinate deliverables for new and existing client contracts.
- Update and maintain CRM systems to track client and sales data.
- Support the coordination of sales meetings, events, and presentations.

**Office Operations & Workspace Management**
- Oversee the daily operations of **TIF Casa**, ensuring a welcoming and professional environment.
- Manage the opening and closing of the office, coordinate coworking guests, and maintain visitor registers.
- Coordinate office supplies, inventory, and maintenance, ensuring all equipment (e.g., computers, furniture, IT systems) is operational.
- Manage IT support coordination, including troubleshooting, maintenance of team computers, and overseeing software/hardware needs.
- Track and maintain inventory of office and team equipment, ensuring proper allocation and condition.
- Coordinate shipments, deliveries, and correspondence with clients, employees, and suppliers.

**Administrative Support**
- Assist with HR functions, including recruitment, onboarding, induction, and affiliations for new and existing staff.
- Manage freelance service provider contracts and onboarding processes.
- Organize, digitize, and maintain documentation for easy access.
- Update and manage contact databases, ensuring accurate and up-to-date information.
- Collaborate in the preparation of internal documents, presentations, and meeting materials.
- Support event logistics and guest coordination as part of the **TIF Experience Team**.

**Requirements**:

- **Bilingual (Spanish and English)**: Fluent in both written and verbal communication.
- **Experience**: Minimum 2 years of experience in an executive assistant, administrative, or office management role, preferably in a creative or fast-paced environment.
- **Technical Skills**: Proficiency in Microsoft Office Suite, Google Workspace, and CRM tools (e.g., HubSpot or similar).
- **Organized & Detail-Oriented**: Strong multitasking, prioritization, and problem-solving skills.
- **Communication Skills**: Excellent interpersonal skills with the ability to build strong relationships with internal and external stakeholders.
- **Tech-Savvy**: Comfortable managing IT support coordination and technology-related tasks.
- Familiarity with HR and office operations processes is an advantage.

Idioma:

- Inglés (Deseable)