Bilingual Executive Assistant (Mandarin OR Spanish)

Job Summary

We are seeking a highly motivated and organized Executive Assistant to join our dynamic team. In this vital role, you will provide comprehensive administrative support to senior executives, ensuring smooth daily operations and effective communication across departments.

Responsibilities

• Manage complex calendars, schedule meetings, and coordinate appointments to optimize executive time.
• Ability to travel on short notice
• Prepare, review, and distribute correspondence, reports, and presentations using Microsoft Office Suite and productivity software.
• Handle multi-line phone systems with professionalism, demonstrating excellent phone etiquette and customer service skills.
• Maintain organized filing systems, data entry records, and spreadsheets to ensure easy access and accuracy of information.
• Assist with office management tasks such as supply ordering, facility coordination, and front desk responsibilities.
• Support client communication efforts by responding promptly to inquiries and providing exceptional customer support.
• Utilize QuickBooks for basic bookkeeping tasks including invoicing, expense tracking, and financial record keeping.
• Facilitate effective communication between team members through email management and phone communication.
• Perform clerical duties such as typing, word processing, document preparation, and data entry with high accuracy.
• Prioritize tasks efficiently to meet deadlines while managing multiple responsibilities with professionalism.

Experience

• 3+ years of Law Firm experience
• Either proficient in Mandarin OR Spanish
• Proven experience as an Executive Assistant or in a similar administrative role within an office environment.
• Strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and familiarity with spreadsheets and data management tools.
• Demonstrated ability to handle multi-line phone systems, front desk duties, and client communication effectively.
• Experience with QuickBooks or other accounting software is preferred but not required.
• Excellent organizational skills with the ability to manage calendars, schedule meetings, and coordinate logistics seamlessly.
• Bilingual abilities are a plus to support diverse client interactions and team communication.
• Prior office management experience combined with strong computer literacy enhances your success in this role.

Join us as an Executive Assistant to be the backbone of our operations—bringing energy, efficiency, and excellence every day!

Pay: $90,000.00 - $120,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Bachelor’s (Required)

Experience:

• Law Office: 3 years (Required)

Language:

• Mandarin or Spanish (Required)

Ability to Commute:

• Newport Beach, CA 92660 (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person