The Ideas Factory (TIF) is seeking a highly organized, bilingual (Spanish and English) Administrative & Executive Assistant to support the CEO, who also leads sales efforts for the company, and manage the general administration of our creative workspace, TIF Casa . This role combines executive support, sales coordination, and office operations to ensure the smooth and efficient functioning of our business. Location : Envigado, Colombia Key Responsibilities Executive Assistance to the CEO Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements. Act as a liaison between the CEO and internal/external stakeholders, ensuring clear communication and timely follow-ups. Prepare meeting agendas, sales materials, and presentations as needed. Track the CEO’s tasks, priorities, and deadlines, providing proactive support to maintain focus on sales and strategic goals. Support in managing the CEO's email and communications, ensuring timely responses to clients and partners. Sales Support Assist the CEO in managing sales pipelines, leads, and follow-ups with potential clients. Prepare and organize sales proposals, contracts, and presentations. Monitor and coordinate deliverables for new and existing client contracts. Update and maintain CRM systems to track client and sales data. Support the coordination of sales meetings, events, and presentations. Office Operations & Workspace Management Oversee the daily operations of TIF Casa , ensuring a welcoming and professional environment. Manage the opening and closing of the office, coordinate coworking guests, and maintain visitor registers. Coordinate office supplies, inventory, and maintenance, ensuring all equipment (e.g., computers, furniture, IT systems) is operational. Manage IT support coordination, including troubleshooting, maintenance of team computers, and overseeing software/hardware needs. Track and maintain inventory of office and team equipment, ensuring proper allocation and condition. Coordinate shipments, deliveries, and correspondence with clients, employees, and suppliers. Administrative Support Assist with HR functions, including recruitment, onboarding, induction, and affiliations for new and existing staff. Manage freelance service provider contracts and onboarding processes. Organize, digitize, and maintain documentation for easy access. Update and manage contact databases, ensuring accurate and up-to-date information. Collaborate in the preparation of internal documents, presentations, and meeting materials. Support event logistics and guest coordination as part of the TIF Experience Team . Requirements Bilingual (Spanish and English) : Fluent in both written and verbal communication. Experience : Minimum 2 years of experience in an executive assistant, administrative, or office management role, preferably in a creative or fast-paced environment. Technical Skills : Proficiency in Microsoft Office Suite, Google Workspace, and CRM tools (e.g., HubSpot or similar). Organized & Detail-Oriented : Strong multitasking, prioritization, and problem-solving skills. Communication Skills : Excellent interpersonal skills with the ability to build strong relationships with internal and external stakeholders. Tech-Savvy : Comfortable managing IT support coordination and technology-related tasks. Familiarity with HR and office operations processes is an advantage. What We Offer A vibrant and collaborative work environment at TIF Casa in Envigado. Opportunities to work closely with the CEO and play a pivotal role in driving business success. A supportive team culture focused on creativity, innovation, and excellence. Professional development opportunities in a dynamic marketing agency. Competitive salary and benefits. To Apply : Send your CV and a brief cover letter (in English or Spanish) explaining why you're the perfect fit for this role to [email protected] Be part of The Ideas Factory and help us shape the future of creative marketing! Seniority Level Entry level Employment Type Full-time Job Function Administrative Industries: Marketing Services #J-18808-Ljbffr