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.