Remote Senior Bilingual Executive Assistant & Sales Operations Coordinator

Job Summary:

We are seeking an experienced and proactive Remote Senior Bilingual Executive Assistant & Sales Operations Coordinator to support a busy sales professional in the airport ground support equipment industry. The specialist will take ownership of scheduling, client communication, vendor coordination, sales follow-up, quotes, orders, deliveries, and daily priorities, ensuring commitments are followed through to completion. The ideal candidate is highly organized, resourceful, and able to anticipate needs, manage multiple priorities, and work independently with minimal direction. This role will also focus on building and maintaining organized systems and workflows for client records, tasks, follow-ups, orders, and communications. The company will provide training on the business and products, while the successful candidate should bring strong judgment, initiative, communication skills, and relevant experience to effectively manage the assistant function. Proficiency in English and Spanish, CRM systems, Microsoft Office, spreadsheets, WhatsApp, email, and AI tools is required, while experience in aviation, airport ground support equipment, or a related industry is preferred.

Key Responsibilities:

• Own the daily plan: Lead a brief morning check-in covering appointments, priorities, outstanding items, completed follow-ups, and decisions needed.
• Manage scheduling proactively: Coordinate sales meetings, confirm appointments, account for travel time, and ensure all necessary information is available.
• Turn quick updates into action: Capture details from WhatsApp messages or voice notes, clarify essential information, and manage next steps.
• Coordinate orders from request through delivery: Communicate with clients and vendors, obtain pricing and availability, coordinate quotes and order details, monitor shipping and tracking, resolve issues, and keep everyone informed.
• Represent the company professionally: Communicate with clients, establish rapport, and serve as a reliable point of contact for operational questions and updates.
• Maintain existing client relationships: Keep organized client records, proactively contact customers, check satisfaction, identify additional needs, and bring new sales opportunities to the sales team.
• Build and maintain systems: Establish contact records, task lists, follow-up schedules, order trackers, communication templates, and repeatable workflows.
• Use AI effectively: Apply AI tools to turn notes into tasks, organize information, draft communications, and streamline routine work while ensuring accuracy and exercising sound judgment.
• Stay ahead of the workload: Recognize gaps, anticipate needs, resolve routine issues, and ensure commitments are followed through to completion.
• Perform other duties related to the position as assigned.

Qualifications & Requirements:

• Proficient level of English (written and spoken).
• Proficient level of Spanish (written and spoken).
• Strong interpersonal and communication skills with clients, vendors, and teammates.
• 3+ years of experience as an Executive Assistant, Sales Coordinator, or similar role.
• Experience managing schedules, appointments, follow-ups, and client communications.
• Experience coordinating clients, vendors, quotes, orders, deliveries, and sales activities.
• Proactive, resourceful, and able to anticipate needs and work independently.
• Strong attention to detail and problem-solving skills.
• Experience using CRM systems, spreadsheets, WhatsApp, email, and other business tools.
• Ability to build and maintain organized trackers, workflows, and follow-up systems.
• Comfortable using AI tools to organize information and streamline routine tasks.
• Experience in aviation, airport ground support equipment, or a related industry is preferred.
• Out-of-the-box thinker, highly adaptable, reliable, self-motivated, and confident.
• Accountable, with the ability to multitask in a fast-paced work environment.
• Excellent organizational and time-management skills to manage daily operations.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to quickly learn new systems, software, and workflows.
• Ability to follow established processes accurately with minimal supervision.
• Ability to work U.S. EST (New York) business hours and adapt to business needs.
• Interested in long-term career opportunities.
• Able to undergo a background check.
• Reliable Windows 10+ computer, two monitors, and high-speed internet.
• Professional home workstation capable of supporting uninterrupted remote work.

Compensation & Benefits:

• 100% remote work.
• Compensation in USD.
• Full-time position with 40 hours weekly.
• Please note that this is a long-term opportunity.
• Great work environment with potential for growth.