Bilingual Executive and Office Coordinator (English/Spanish)

About the Role

This is a temporary, full-time position with the potential to convert to regular employment based on business needs and performance. Conversion is not guaranteed. This position supports executives and teams across the organization while overseeing the daily details that keep the office running smoothly. Responsibilities span executive assistance, workplace coordination, employee communications, and program administration. The ideal candidate is dependable, organized, and comfortable communicating in both English and Spanish.

Responsibilities

Executive and Administrative Support:

• Keep executive schedules organized by managing calendars, arranging appointments and meetings, and setting aside time for priority work.
• Coordinate employee travel, including reservations and itinerary details.
• Prepare agendas, meeting materials, correspondence, and follow-up communications.
• Respond to administrative requests from executives, departments, and employees.
• Assist with expense management system administration, including account setup for new users and expense report auditing.
• Complete business errands and other assigned administrative tasks.

Office Operations and Visitor Experience

• Serve as a welcoming first point of contact for visitors and direct incoming calls to the appropriate employees.
• Oversee incoming mail distribution and arrange courier and messenger services.
• Work with cleaning providers and office vendors to coordinate services.
• Keep meeting rooms prepared, organized, and stocked with necessary supplies.
• Maintain kitchen and lunchroom inventory, replenish refreshments and supplies, and help keep shared spaces presentable.
• Update employee telephone directories and organizational charts.
• Support building access administration, including activating and deactivating key cards, coordinating door access, and printing, tracking, and distributing temporary and other access badges.

Meetings, Events, and Hospitality

• Arrange food, catering, and hospitality for client lunches and Board meetings.
• Support the preparation and coordination of employee events and company lunches.
• Assist with arrangements for showroom visitors.
• Coordinate food truck schedules and create flyers to communicate visit details to employees.

Employee Communications and Programs

• Translate documents and workplace communications between English and Spanish.
• Prepare attendance-related notices and distribute them to employees.
• Develop and circulate the employee newsletter.
• Coordinate employee wellness platform enrollment, notifications, challenges, and reward activities.
• Oversee the safety glasses program.
• Manage T-shirt inventory, annual distribution to supervisors and hourly employees, and replacement requests.
• Track phishing simulation participation, prepare reports, and share communications recognizing top reporters.
• Maintain PP tracking and supporting records.

Samples and Printed Materials

• Purchase and inventory paint samples and fulfill requests.
• Coordinate catalog shipments.
• Keep the sample library organized and maintain accurate inventory records.

What You Bring

• Availability to begin work at 8:00 a.m.
• Proficiency in English and Spanish.
• The ability to organize work, plan ahead, and manage multiple priorities.
• Clear and professional written and verbal communication.
• Accuracy and close attention to detail.
• The ability to complete assignments independently and contribute as part of a team.
• Flexibility when schedules, requests, or priorities change.
• Reliable attendance and consistent follow-through.