Bilingual Executive Operations 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 smoothlyThe 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 ManagementOwn and manage the CEO's calendar, including scheduling, rescheduling, and confirming appointmentsTrack and maintain professional and personal deadlines to ensure nothing is missedProactively remind the CEO of upcoming commitments and follow up until tasks are completedHelp maintain a realistic, organized, and manageable scheduleTask Tracking & Follow-ThroughMaintain a running list of the CEO's priorities, tasks, and pending itemsFollow up consistently on open items to ensure completionCoordinate simple follow-ups with team members, vendors, or service providers as directedHelp ensure day-to-day responsibilities and commitments are executed on timeMail & Document HandlingPick up, sort, and scan incoming mail at least twice per weekUpload and correctly label documents within the firm's case management systemNotify team members of urgent or time-sensitive mailPrepare and send outgoing mail, including certified mail, FedEx shipments, and legal correspondenceTrack incoming and outgoing mail for accountabilityMaintain organized filing systems for both digital and physical recordsFile Digitization & Records ManagementScan and digitize legacy hard-copy client files into the firm's digital systemsEnsure digitized files are complete, organized, and properly storedRename and organize folders in accordance with internal SOPs and naming conventionsMaintain consistency and accuracy across physical and digital file systemsOrganize and maintain physical file cabinets and storage areasPersonal & Business LogisticsSchedule and confirm appointments (business and personal)Book travel arrangements, including flights, hotels, and transportationCoordinate vendors and service providers such as cleaners, repair professionals, and delivery servicesRun local errands, including supply pickups, document drop-offs, and office-related tasksDriving & ErrandsDrive the CEO to appointments or the airport when neededVisit the PO box multiple times per week to retrieve and organize mailHandle occasional in-person tasks requiring reliability and timelinessPick up files or documents from the office, court, or government agencies when necessaryOrganization & Environment ManagementMaintain organization of the CEO's office areas, drawers, shelves, and workspacesEnsure important materials and frequently used items are easy to locateHelp maintain orderly office and storage environmentsEmail & Administrative SupportAssist with basic email organization and flagging important itemsOrganize notes, reminders, and reference materialsSupport administrative tasks that reduce operational bottlenecks and mental clutter for the CEOHousehold CoordinationCoordinate with the Household Manager regarding scheduling and logistics as neededAssist with scheduling household-related appointments and servicesHelp support family logistics when necessaryWhat Success Looks LikeThe CEO's schedule is organized, realistic, and consistently followedDeadlines, mail, and tasks are handled proactively and accuratelyPhysical and digital records remain organized and easy to retrieveThe CEO does not need to repeatedly follow up on routine tasksMail, scanning, filing, and operational logistics are consistently handled without issuesNothing falls through the cracksQualifications:Required Experience2–5+ years of experience in an Executive Assistant, Administrative Assistant, Office Coordinator, or Operations Support roleExperience supporting a busy professional or office environmentExperience handling scheduling, logistics, records, mail, or operational coordination independentlyLanguage RequirementsFluent in both Spanish and English (spoken and written)Comfortable communicating with both English and Spanish-speaking staff, vendors, and service providersAble to read, understand, and organize correspondence, documents, and mail that may be written in either English or SpanishCore Skills & CompetenciesExceptional organizational skills and attention to detailStrong follow-through and task management abilitiesAbility to prioritize and manage multiple responsibilities simultaneouslyReliability, accountability, and consistency in executionProactive mindset with the ability to anticipate needsClear written and verbal communication skillsAbility to maintain confidentiality and professionalismPractical RequirementsMust be based in or near the Sugar Land/Houston area or willing to commute locallyValid driver's license and clean driving recordReliable transportationComfortable running errands and handling in-person responsibilities multiple times per weekComfortable working in a hybrid environment with both remote and in-person dutiesAbility to handle light physical tasks such as filing, organizing, scanning, and moving documentsTech & ToolsComfortable using Google Calendar or similar scheduling toolsProficient with Gmail, Outlook, or similar email platformsComfortable with basic document management and data entryAbility to quickly learn new software and internal systemsPersonality FitNaturally organized and structuredTakes ownership without needing repeated remindersCalm, dependable, and solution-orientedEnjoys creating order and maintaining efficient systemsAble to handle both routine and unpredictable tasks with professionalismNice to HaveExperience in a law firm or professional office environmentFamiliarity with case management systemsExperience supporting both business and household logisticsMicrosoft Office experienceHigh school diploma, GED, or equivalentCompensation$22–$24 hourly, depending on experienceFixed $100 monthly driving stipend for mailAdditional IRS mileage reimbursement provided for other approved business-related travel in accordance with firm policyOpportunity for long-term growth within the firmAbout Company:The mission of The Immigration Force PLLC is to give each client the best odds to win their immigration case.We believe strong legal work and a healthy team culture can coexist. We value professionalism, accountability, continuous improvement, and meaningful advocacy. Though our team works remotely, we operate collaboratively and support one another in building a practice designed for long-term growth and impact.