Executive Assistant

We are looking for an experienced **Executive Assistant** to provide high-level administrative support to our executive team and ensure smooth day-to-day operations. This role is ideal for someone highly organized, detail-oriented, and proactive in managing schedules, communications, and administrative follow-up across departments.

**Main Responsibilities**

Share basic info (e.g., tax returns/status updates) via Canopy or SharePoint.Acknowledge receipt with standard responses, coordinate with relevant departments.Set up meetings and escalate urgent queries to the Partner.
- Organize and save incoming documents and update Canopy tasks.

**Meeting Scheduling & Preparation**

Schedule meetings with reminders 2 days in advance.

Coordinate with tax/accounting for updates and prepare accordingly: For new clients: send organizer link, share received info, and draft quote.
- For existing clients: check status of tax, accounting, and billing.

**Post-Meeting Follow-Up**

Share meeting summaries with attendees and request any needed documents.

Save materials in the client folder, notify relevant teams.
- Escalate service requests to the sales team, ensure timely follow-ups and schedule additional meetings if necessary.

**Prospect Follow-Up**

Request quotes from the sales team and follow up on preparation.
- Ensure quotes are sent and remind prospects to sign them if delayed.

**Client Onboarding**

**General Follow-Up**

Follow up on pending info from clients or internal requests.
- Send reminders when clients don’t respond.

**Internal Coordination**
- Support partner in coordinating with Tax, Accounting, and Payroll through internal meetings.

**Calendar Management**

Avoid scheduling on holidays and during internal or deadline weeks.

Maintain updated calendars and coordinate reschedules as needed.
- Set reminders and manage recurring meetings for continued relevance.

**Tax & Accounting Admin Support**

Assist with forms: POA 2848, W9/W8-BEN, EIN SS-4, Elections 8832/2553.

Support with extensions, custom tax calendars, and tracking U.S. days for clients.
- Minimal accounting-related tasks.

**General**

Adhere to Jambrina's quality standards.

Perform any task required within the role.
- Maintain a strong client focus to build long-term relationships.

**Qualifications**

Bachelor’s degree.
- GPA 8.
3-5 years in administrative or executive assistant roles.
- Fully bilingual in English and Spanish.

**Skills**

Excellent administrative, organizational, and office management skills.

Strong communication, discretion, and attention to detail.Ability to multitask, adapt quickly, and work well under pressure.
- Team player with solid Microsoft Office proficiency.