Front Desk & Executive Assistant

Job Description

Job Description

Position: Front Desk and Executive Assistant

Key Requirements

• Proven experience as an Executive Assistant, Front Desk Coordinator, or similar administrative role.

• Fully bilingual in English and Spanish, with excellent written and verbal communication skills in both languages (mandatory and non-negotiable).

• Demonstrated experience in compliance and quality management, preferably with ISO 9001 certification processes.

• Strong background in executive travel planning and logistics, including booking and managing flights, hotels, ground transportation, and itinerary coordination for senior executives.

• Exceptional organizational skills with the ability to handle multiple priorities simultaneously.

• Proficiency in Microsoft Office Suite, Google Workspace, and other productivity tools.

• Professional appearance, excellent interpersonal skills, and a high level of discretion.

Core Responsibilities

1. Reception & Front Desk Management

• Serve as the primary point of contact for visitors, clients, and partners, ensuring a professional and welcoming experience.

• Manage incoming calls, emails, and correspondence, directing them to the appropriate departments with accuracy and efficiency.

• Maintain an organized reception area, ensuring compliance with safety and corporate image standards.

• Oversee office supplies inventory, vendor coordination, and service requests.

2. Compliance & Quality Support (ISO 9001)

• Assist in maintaining and updating quality management documentation in accordance with ISO 9001 standards.

• Support internal and external audits by preparing documentation, reports, and evidence as required.

• Monitor compliance-related activities, ensuring adherence to company policies, procedures, and regulatory requirements.

• Collaborate with the Quality Department to track non-conformities, corrective actions, and continuous improvement initiatives.

3. Executive Travel & Itinerary Coordination

• Plan, organize, and execute complex travel arrangements for senior executives, including domestic and international flights, hotels, ground transportation, and special accommodations.

• Negotiate with travel vendors and ensure cost-effective booking without compromising quality and comfort.

• Maintain and update detailed travel itineraries, ensuring executives are informed and supported throughout their trips.

• Handle last-minute changes, cancellations, and unforeseen events with agility and professionalism.

4. Administrative & Scheduling Support

• Manage executive calendars, scheduling high-level meetings, conference calls, and corporate events.

• Prepare meeting agendas, minutes, and follow-up actions.

• Coordinate logistics for internal and external corporate events.

• Handle confidential information with the utmost discretion.

Core Administrative Skills

• Front Desk Management

• Executive Assistance

• Calendar Management

• Office Administration

• Meeting Coordination

• Customer Service

Travel & Logistics

• Travel Planning

• Flight Booking

• Hotel Reservations

• Ground Transportation Coordination

• Executive Travel Management

Compliance & Quality

• Compliance Support

• Quality Management

• ISO 9001 Standards

• Document Control

• Audit Preparation

Technical Skills

• Microsoft Office Suite

• Google Workspace

• Email & Calendar Tools (Outlook, Gmail)

• Data Entry

• Scheduling Software

Soft Skills

• Bilingual English/Spanish

• Communication Skills

• Organization Skills

• Attention to Detail

• Problem-Solving

• Professional Etiquette

• Time Management

Company DescriptionWhy Work at HEDS – Hired by Dynamify
At Dynamify, we partner with high-growth companies to build exceptional teams. Today, we are hiring on behalf of HEDS USA LLC, a leader in high-end defense solutions serving the U.S. and Latin America.

This is not just another administrative role — it’s an opportunity to be at the heart of a company undergoing global expansion and operational transformation. You will play a key part in keeping high-level executives, processes, and operations running seamlessly.

What we offer:

Impact from Day One – You’ll directly support senior leadership, ensuring the company’s daily operations run efficiently.

Diverse Responsibilities – From managing our front desk to coordinating executive travel and supporting quality & compliance processes, no two days will be the same.

Bilingual Environment – Work with a multicultural, bilingual team that values clear communication and collaboration.

Learning & Growth – Gain hands-on experience with international standards like ISO 9001, corporate compliance, and executive-level coordination.

Team Culture – Join a close-knit, results-driven team that believes in integrity, accountability, and excellence.

About this hiring process:
This position is managed and hired by Dynamify, a business transformation and HR partner firm. You will be selected and onboarded through Dynamify, but your daily work will be with the team at HEDS USA LLC.

If you thrive in organized, fast-moving environments, and you enjoy supporting leaders and teams to achieve excellence, this is your chance to grow your career while making a real difference.

Company Description

Why Work at HEDS – Hired by Dynamify\r\nAt Dynamify, we partner with high-growth companies to build exceptional teams. Today, we are hiring on behalf of HEDS USA LLC, a leader in high-end defense solutions serving the U.S. and Latin America.\r\n\r\nThis is not just another administrative role — it’s an opportunity to be at the heart of a company undergoing global expansion and operational transformation. You will play a key part in keeping high-level executives, processes, and operations running seamlessly.\r\n\r\nWhat we offer:\r\n\r\nImpact from Day One – You’ll directly support senior leadership, ensuring the company’s daily operations run efficiently.\r\n\r\nDiverse Responsibilities – From managing our front desk to coordinating executive travel and supporting quality & compliance processes, no two days will be the same.\r\n\r\nBilingual Environment – Work with a multicultural, bilingual team that values clear communication and collaboration.\r\n\r\nLearning & Growth – Gain hands-on experience with international standards like ISO 9001, corporate compliance, and executive-level coordination.\r\n\r\nTeam Culture – Join a close-knit, results-driven team that believes in integrity, accountability, and excellence.\r\n\r\nAbout this hiring process:\r\nThis position is managed and hired by Dynamify, a business transformation and HR partner firm. You will be selected and onboarded through Dynamify, but your daily work will be with the team at HEDS USA LLC.\r\n\r\nIf you thrive in organized, fast-moving environments, and you enjoy supporting leaders and teams to achieve excellence, this is your chance to grow your career while making a real difference.