Executive Assistant

Executive Operations Assistant (Bilingual Spanish/English) We are seeking a highly organized, proactive, and dependable Executive Operations Assistant to support both the CEO and the day-to-day operational functions of a fast-paced immigration law firm. This role combines executive support, administrative coordination, records management, mail handling, and operational logistics into one highly important position designed to keep both the office and the CEO organized, efficient, and running smoothly The ideal candidate is someone who thrives on structure, follow-through, and maintaining order. You will help manage schedules, organize documents and physical spaces, coordinate appointments and logistics, handle mail and scanning, run local errands, and ensure important tasks and deadlines do not fall through the cracks. This is a hybrid role involving both remote administrative work and in-person responsibilities in the Sugar Land/Houston area. Success in this role means the CEO’s time is protected, records are organized, mail and documents are handled properly, and daily operations run smoothly without constant supervision. Most people are not a fit for this role. This position requires reliability, initiative, discretion, strong organizational skills, and the ability to consistently follow through without needing repeated reminders. If you are the type of person who naturally creates order, notices missing details, and enjoys helping things run smoothly, we would like to hear from you. Responsibilities: Calendar & Deadline Management • Own and manage the CEO’s calendar, including scheduling, rescheduling, and confirming appointments • Track and maintain professional and personal deadlines to ensure nothing is missed • Proactively remind the CEO of upcoming commitments and follow up until tasks are completed • Help maintain a realistic, organized, and manageable schedule Task Tracking & Follow-Through • Maintain a running list of the CEO’s priorities, tasks, and pending items • Follow up consistently on open items to ensure completion • Coordinate simple follow-ups with team members, vendors, or service providers as directed • Help ensure day-to-day responsibilities and commitments are executed on time Mail & Document Handling • Pick up, sort, and scan incoming mail at least twice per week • Upload and correctly label documents within the firm’s case management system • Notify team members of urgent or time-sensitive mail • Prepare and send outgoing mail, including certified mail, FedEx shipments, and legal correspondence • Track incoming and outgoing mail for accountability • Maintain organized filing systems for both digital and physical records File Digitization & Records Management • Scan and digitize legacy hard-copy client files into the firm’s digital systems • Ensure digitized files are complete, organized, and properly stored • Rename and organize folders in accordance with internal SOPs and naming conventions • Maintain consistency and accuracy across physical and digital file systems • Organize and maintain physical file cabinets and storage areas Personal & Business Logistics • Schedule and confirm appointments (business and personal) • Book travel arrangements, including flights, hotels, and transportation • Coordinate vendors and service providers such as cleaners, repair professionals, and delivery services • Run local errands, including supply pickups, document drop-offs, and office-related tasks Driving & Errands • Drive the CEO to appointments or the airport when needed • Visit the PO box multiple times per week to retrieve and organize mail • Handle occasional in-person tasks requiring reliability and timeliness • Pick up files or documents from the office, court, or government agencies when necessary Organization & Environment Management • Maintain organization of the CEO’s office areas, drawers, shelves, and workspaces • Ensure important materials and frequently used items are easy to locate • Help maintain orderly office and storage environments Email & Administrative Support • Assist with basic email organization and flagging important items • Organize notes, reminders, and reference materials • Support administrative tasks that reduce operational bottlenecks and mental clutter for the CEO Household Coordination • Coordinate with the Household Manager regarding scheduling and logistics as needed • Assist with scheduling household-related appointments and services • Help support family logistics when necessary What Success Looks Like • The CEO’s schedule is organized, realistic, and consistently followed • Deadlines, mail, and tasks are handled proactively and accurately • Physical and digital records remain organized and easy to retrieve • The CEO does not need to repeatedly follow up on routine tasks • Mail, scanning, filing, and operational logistics are consistently handled without issues • Nothing falls through the cracks Qualifications: Required Experience • 2–5+ years of experience in an Executive Assistant, Administrative Assistant, Office Coordinator, or Operations Support role • Experience supporting a busy professional or office environment • Experience handling scheduling, logistics, records, mail, or operational coordination independently Language Requirements • Fluent in both Spanish and English (spoken and written) • Comfortable communicating with both English and Spanish-speaking staff, vendors, and service providers • Able to read, understand, and organize correspondence, documents, and mail that may be written in either English or Spanish Core Skills & Competencies • Exceptional organizational skills and attention to detail • Strong follow-through and task management abilities • Ability to prioritize and manage multiple responsibilities simultaneously • Reliability, accountability, and consistency in execution • Proactive mindset with the ability to anticipate needs • Clear written and verbal communication skills • Ability to maintain confidentiality and professionalism Practical Requirements • Must be based in or near the Sugar Land/Houston area or willing to commute locally • Valid driver’s license and clean driving record • Reliable transportation • Comfortable running errands and handling in-person responsibilities multiple times per week • Comfortable working in a hybrid environment with both remote and in-person duties • Ability to handle light physical tasks such as filing, organizing, scanning, and moving documents Tech & Tools • Comfortable using Google Calendar or similar scheduling tools • Proficient with Gmail, Outlook, or similar email platforms • Comfortable with basic document management and data entry • Ability to quickly learn new software and internal systems Personality Fit • Naturally organized and structured • Takes ownership without needing repeated reminders • Calm, dependable, and solution-oriented • Enjoys creating order and maintaining efficient systems • Able to handle both routine and unpredictable tasks with professionalism Nice to Have • Experience in a law firm or professional office environment • Familiarity with case management systems • Experience supporting both business and household logistics • Microsoft Office experience • High school diploma, GED, or equivalent Compensation • $22–$24 hourly, depending on experience • Fixed $100 monthly driving stipend for mail • Additional IRS mileage reimbursement provided for other approved business-related travel in accordance with firm policy • Opportunity for long-term growth within the firm Compensation: $22 - $24 hourly

• Calendar & Deadline Management • Own and manage the CEO’s calendar, including scheduling, rescheduling, and confirming appointments • Track and maintain professional and personal deadlines to ensure nothing is missed • Proactively remind the CEO of upcoming commitments and follow up until tasks are completed • Help maintain a realistic, organized, and manageable scheduleTask Tracking & Follow-Through • Maintain a running list of the CEO’s priorities, tasks, and pending items • Follow up consistently on open items to ensure completion • Coordinate simple follow-ups with team members, vendors, or service providers as directed • Help ensure day-to-day responsibilities and commitments are executed on timeMail & Document Handling • Pick up, sort, and scan incoming mail at least twice per week • Upload and correctly label documents within the firm’s case management system • Notify team members of urgent or time-sensitive mail • Prepare and send outgoing mail, including certified mail, FedEx shipments, and legal correspondence • Track incoming and outgoing mail for accountability • Maintain organized filing systems for both digital and physical recordsFile Digitization & Records Management • Scan and digitize legacy hard-copy client files into the firm’s digital systems • Ensure digitized files are complete, organized, and properly stored • Rename and organize folders in accordance with internal SOPs and naming conventions • Maintain consistency and accuracy across physical and digital file systems • Organize and maintain physical file cabinets and storage areasPersonal & Business Logistics • Schedule and confirm appointments (business and personal) • Book travel arrangements, including flights, hotels, and transportation • Coordinate vendors and service providers such as cleaners, repair professionals, and delivery services • Run local errands, including supply pickups, document drop-offs, and office-related tasksDriving & Errands • Drive the CEO to appointments or the airport when needed • Visit the PO box multiple times per week to retrieve and organize mail • Handle occasional in-person tasks requiring reliability and timeliness • Pick up files or documents from the office, court, or government agencies when necessaryOrganization & Environment Management • Maintain organization of the CEO’s office areas, drawers, shelves, and workspaces • Ensure important materials and frequently used items are easy to locate • Help maintain orderly office and storage environmentsEmail & Administrative Support • Assist with basic email organization and flagging important items • Organize notes, reminders, and reference materials • Support administrative tasks that reduce operational bottlenecks and mental clutter for the CEOHousehold Coordination • Coordinate with the Household Manager regarding scheduling and logistics as needed • Assist with scheduling household-related appointments and services • Help support family logistics when necessaryWhat Success Looks Like • The CEO’s schedule is organized, realistic, and consistently followed • Deadlines, mail, and tasks are handled proactively and accurately • Physical and digital records remain organized and easy to retrieve • The CEO does not need to repeatedly follow up on routine tasks • Mail, scanning, filing, and operational logistics are consistently handled without issues • Nothing falls through the cracks