Bilingual Practice Manager (Spanish/English)

Remote – Full-Time
Schedule: Monday – Friday | 9:00 AM – 6:00 PM Eastern Time
Lunch: One-Hour Break
Language Requirement: Professional Fluency in English & Spanish
**Industry: Business Coaching

About the Role

The Bilingual Practice Manager serves as the operational backbone of an EOS Implementer's practice, ensuring every client journey, meeting, session, communication, lead, task, and travel detail remains organized and on track.

The Practice Manager initially supports one EOS Implementer, with the potential to support a second as the role develops. Each Implementer may serve approximately 15–17 active client companies.

The goal of this position is simple:

The Implementer should be able to focus on delivering EOS while every operational detail behind the practice is handled effectively.

This is not a traditional administrative position.

The Practice Manager is expected to progress from mastering individual tasks to actively managing the practice by:

• Anticipating needs.
• Managing competing priorities.
• Identifying potential issues before they become problems.
• Maintaining client communication.
• Protecting the Implementer's calendar.
• Keeping every client on the appropriate session cadence.
• Leading a weekly one-on-one meeting with the Implementer.
• Bringing structure to a fast-moving environment.
• Researching solutions before escalating questions.
• Continuously improving how the practice operates.

Because the client portfolio includes Spanish-speaking businesses, including clients in Puerto Rico, the Practice Manager must communicate professionally with clients in their preferred language:

• English.
• Spanish.

Key Responsibilities

Calendar & Session Management

• Manage the Implementer's calendar across multiple stakeholders.
• Proactively prioritize scheduling requirements.
• Identify and resolve scheduling conflicts.
• Schedule and coordinate EOS meetings and sessions, including:
  • Focus Days.
  • Vision Building sessions.
  • Quarterly sessions.
  • Annual sessions.
  • 90 Minute Meetings.
  • VTH sessions.
• Maintain the appropriate session cadence for every client.
• Ensure the next session is always scheduled.
• Review calendar invitations for accuracy.
• Ensure every calendar invitation and related email contains the correct:
  • Client name.
  • Attendee names.
  • Address.
  • Date.
  • Time.
  • Meeting link.
• Confirm every in-person meeting 2–3 business days in advance.
• Verify:
  • Meeting time.
  • Location.
  • Attendees.
• Anticipate scheduling issues before they affect the Implementer or client.
• Coordinate changes promptly when conflicts arise.

Inbox & Client Communication – English & Spanish

• Monitor the Practice Manager inbox every morning.
• Monitor the Implementer's inbox every morning.
• Triage incoming communications.
• Identify and flag urgent matters.
• Determine which communications require immediate attention.
• Draft professional communications on behalf of the Implementer.
• Proofread communications before sending.
• Send approved communications on the Implementer's behalf.
• Communicate with clients before sessions.
• Communicate with clients after sessions.
• Use the client's preferred language:
  • English.
  • Spanish.
• Maintain a professional yet approachable communication style.
• Communicate effectively with:
  • Business owners.
  • Executives.
  • Leadership teams.
• Maintain clear follow-up on open communication threads.
• Ensure client requests are converted into actionable work when appropriate.

Session Preparation & Follow-Through

• Follow the established Asana session template for every client session.
• Prepare all required session materials.
• Send pre-work to clients.
• Prepare agendas.
• Prepare session documents.
• Gather relevant client information.
• Pull required client data from:
  • Bloom Growth.
  • Other EOS software platforms.
• Transfer relevant information into session-preparation spreadsheets.
• Ensure the Implementer has the information required for each upcoming session.
• Review the week's sessions in advance.
• Identify missing information.
• Follow up as needed before the session.
• Send post-session notes to the client team.
• Schedule client check-in calls between sessions.
• Report every completed session to EOS Worldwide.
• Complete reporting on time so the Implementer's certification remains active and in good standing.

Lead & CRM Management

Pipedrive & EOS Worldwide CRM

• Schedule calls and meetings with prospective clients.
• Schedule:
  • VTH sessions.
  • 90 Minute Meetings.
  • Other applicable lead conversations.
• Maintain accurate data in Pipedrive.
• Maintain accurate data in the EOS Worldwide CRM.
• Keep records complete and current.
• Follow the documented lead-management process precisely.
• Complete each required step in the established sequence.
• Support CRM reporting.
• Maintain CRM data integrity.
• Identify incomplete or inaccurate records.
• Correct assigned CRM information when necessary.
• Ensure lead activity is appropriately documented.

Task & Project Management

Asana

• Capture requests received through:
  • WhatsApp.
  • Email.
  • Messages.
• Convert incoming requests into actionable tasks in Asana.
• Capture requests received after hours or over the weekend on the next working day unless otherwise agreed.
• Ensure requests do not remain buried in communication channels.
• Prioritize daily work based on:
  • Implementer preferences.
  • Client needs.
  • Session deadlines.
  • Urgency.
• Reprioritize as circumstances change.
• Maintain visibility into open tasks.
• Follow through on commitments.
• Ensure deliverables are completed on time.
• Keep Asana current.
• Prevent requests from being dropped.
• Review open tasks before the end of each workday.

Weekly Implementer Meeting

The Practice Manager is responsible for preparing and leading a weekly one-on-one Level 10 meeting with the assigned Implementer.

The meeting should cover:

• Upcoming calendar.
• Upcoming sessions.
• Work completed.
• Travel.
• Open items.
• Outstanding issues.
• Priorities.
• Items requiring the Implementer's attention.

The Practice Manager is expected to actively participate rather than simply take notes.

This includes:

• Raising issues.
• Identifying problems.
• Proposing solutions.
• Recommending better ways of working.
• Calling attention to processes that are not working effectively.
• Speaking confidently when a concern needs to be addressed.

Travel Coordination

• Coordinate travel for upcoming client sessions.
• Book approved travel arrangements.
• Build organized itineraries.
• Ensure the Implementer has the information required for each trip.
• Coordinate travel details with applicable session schedules.
• Track travel receipts.
• Maintain accurate records of travel-related expenses.
• Send travel costs to the billing clerk.
• Ensure clients are billed accurately for applicable travel costs.

Continuous Improvement

• Research answers before escalating questions.
• Investigate potential solutions.
• Present recommendations rather than simply identifying problems.
• Identify recurring operational friction.
• Suggest improvements to:
  • Processes.
  • Templates.
  • Workflows.
• Support the evolution of practice-management processes as the organization grows.
• Identify opportunities to make the practice:
  • More organized.
  • More consistent.
  • More efficient.
• Use feedback from the Implementer and practice-management team to improve execution.

Reporting & Analytics

• Complete the weekly Scorecard.
• Complete the required short weekly self-assessment.
• Participate in the practice management team's reporting rhythm.
• Report every completed EOS session on time.
• Maintain accurate reporting in:
  • Pipedrive.
  • EOS Worldwide CRM.
• Maintain accurate session information.
• Identify accounts receivable concerns raised by the Implementer.
• Flag relevant AR concerns to:
  • Operations Manager.
  • Accounts Receivable Clerk.
• Maintain visibility into outstanding operational issues.

Additional Responsibilities

• Handle reasonable ad hoc requests from the Implementer.
• Conduct research as requested.
• Support items such as:
  • Year-end client gift research.
  • Event details.
  • Similar practice-related requests.
• Support the practice during seasonal peaks.
• Adapt when:
  • Annual sessions run back-to-back.
  • Travel volume increases.
  • Session-preparation requirements increase.
• Take on support for a second Implementer when assigned.
• Participate in the practice management team's weekly Level 10 meeting.
• Participate in practice-management group communication.
• Support team priorities as appropriate.

Qualifications

Required

• Professional fluency in English and Spanish, both:
  • Spoken.
  • Written.
• Experience as an:
  • Executive Assistant.
  • Administrative Professional.
  • High-Level Coordinator.
  • Similar role.
• Experience supporting:
  • Senior leaders.
  • Multiple stakeholders simultaneously.
• Exceptional attention to detail.
• Strong organizational skills.
• Strong follow-through.
• Proven ability to manage multiple priorities.
• Ability to operate effectively in a fast-paced environment.
• Ability to remain organized despite frequent incoming requests.
• Calm and collected under pressure.
• Ability to reprioritize quickly.
• Analytical mindset.
• Solution-oriented approach.
• Resourcefulness.
• Habit of researching answers before escalating.
• Confident communication.
• Ability to lead meetings with senior leaders.
• Willingness to voice an opinion when appropriate.
• Comfortable using AI tools for:
  • Research.
  • Drafting.
  • Routine productivity.
• Working proficiency with:
  • ChatGPT.
  • Claude.

Preferred

• Familiarity with EOS.
  • Prior EOS knowledge is not required; training is provided.
• Customer service experience.
• Client-facing experience.
• Experience working in:
  • Entrepreneurial environments.
  • High-growth environments.
• Familiarity with CRM systems.
• Familiarity with project-management platforms.
• Experience with:
  • Pipedrive.
  • Asana.

Ideal Candidate Profile

The ideal Bilingual Practice Manager is someone who:

• Enjoys bringing order to a fast-moving environment.
• Anticipates needs rather than waiting for instructions.
• Can confidently support a senior leader.
• Takes ownership of details.
• Keeps commitments visible.
• Follows through until work is complete.
• Maintains composure when priorities change.
• Can distinguish between urgent and non-urgent work.
• Is comfortable managing multiple client relationships simultaneously.
• Communicates equally professionally in English and Spanish.
• Can interact confidently with business owners and leadership teams.
• Researches before asking.
• Brings potential solutions when raising problems.
• Is willing to speak up.
• Can lead structured meetings.
• Uses systems consistently.
• Understands that successful practice management requires ownership, not simply task completion.

This Role Is Not a Fit for Someone Who

This position may not be appropriate for someone who:

• Prefers highly predictable or repetitive work.
• Requires constant direction before taking action.
• Struggles with frequent changes.
• Has difficulty reprioritizing when circumstances shift.
• Prefers purely back-office work.
• Prefers a role limited to completing assigned tasks without broader ownership.

Core Competencies

The ideal Bilingual Practice Manager demonstrates strength in:

• Practice Management
• Executive Support
• Calendar Management
• Client Communication
• Bilingual Communication
• Session Coordination
• Task Management
• Project Coordination
• CRM Management
• Lead Coordination
• Travel Coordination
• Meeting Leadership
• EOS Support
• Client Service
• Process Improvement
• Inbox Management
• Data Accuracy
• Prioritization
• Attention to Detail
• Follow-Through
• Organization
• Problem Solving
• Resourcefulness
• Independent Judgment
• Adaptability
• Professional Communication
• AI-Assisted Productivity

Typical Workday

Start of Day

• Participate in the team's WhatsApp check-in.
• Review urgent messages.
• Identify issues related to that day's sessions.
• Review the Practice Manager inbox.
• Review the Implementer's inbox.
• Triage incoming communications.
• Flag urgent matters.
• Capture new requests in Asana.

Daily Prioritization

• Review the Implementer's preferences.
• Review upcoming sessions.
• Identify urgent tasks.
• Prioritize the day's workload.
• Reprioritize throughout the day as necessary.

Session Preparation

• Review upcoming sessions.
• Send required pre-work.
• Prepare session documents.
• Prepare agendas.
• Pull client information from EOS platforms.
• Update session-preparation spreadsheets.
• Ensure the Implementer is prepared for upcoming sessions.

Calendar & Client Coordination

• Confirm upcoming in-person meetings.
• Schedule lead calls.
• Schedule client check-ins.
• Maintain client session cadence.
• Resolve scheduling conflicts.

Travel & Administrative Coordination

• Coordinate applicable travel.
• Maintain itineraries.
• Track receipts.
• Organize travel-related information.

Session Follow-Through

• Send post-session notes.
• Report completed sessions to EOS Worldwide.
• Update relevant systems.
• Ensure applicable follow-up actions are captured.

Ad Hoc Support

• Complete research requests.
• Respond to changing priorities.
• Handle reasonable ad hoc requests.
• Research solutions before escalating issues.

End-of-Day Review

• Review open tasks.
• Confirm urgent items have been addressed.
• Ensure new requests are captured in Asana.
• Verify next steps for outstanding work.

Typical Workweek

Throughout the week, the Practice Manager will:

• Lead the weekly one-on-one Level 10 meeting with the assigned Implementer.
• Participate in the practice management team's weekly Level 10 meeting.
• Complete the weekly Scorecard.
• Complete the required self-assessment.
• Confirm the following week's in-person meetings 2–3 business days in advance.
• Prepare upcoming client sessions.
• Complete session follow-through.
• Keep Pipedrive current.
• Keep the EOS Worldwide CRM current.
• Report completed sessions.
• Coordinate travel.
• Send travel costs to the billing clerk.
• Maintain Asana.
• Keep client communication moving.
• Plan ahead for seasonal peaks.
• Anticipate increased activity surrounding annual planning sessions.

Performance Evaluation & Accountability

The Bilingual Practice Manager works directly with the assigned EOS Implementer.

The position is also part of the broader Practice Management Team, which is led by the Operations Manager.

The Operations Manager provides:

• Training.
• Coaching.
• Operational support.
• Weekly team Level 10 leadership.

Performance is evaluated based on the Practice Manager's ability to:

• Keep the Implementer's practice organized.
• Maintain client session cadence.
• Protect calendar accuracy.
• Complete session preparation and follow-through.
• Maintain accurate CRM information.
• Capture and complete requests.
• Communicate responsively with the Implementer and clients.
• Lead the weekly one-on-one meeting effectively.
• Operate increasingly independently.

Key Performance Indicators (KPIs)

Weekly Implementer Meeting

Target: Every Week

• One weekly one-on-one meeting is held with each supported Implementer.

Weekly Scorecard

Target: Completed On Time Every Week

• Complete the required weekly Scorecard according to the established practice-management rhythm.

EOS Worldwide Session Reporting

Target: Every Completed Session

• Every completed session is reported to EOS Worldwide.

In-Person Meeting Confirmation

Target: 2–3 Business Days in Advance

• Every in-person meeting is confirmed within the required timeframe.

Calendar & Communication Accuracy

Maintain accurate:

• Client names.
• Attendee names.
• Addresses.
• Dates.
• Times.
• Meeting links.

Session Preparation & Follow-Through

• Pre-work is sent on time for every applicable session.
• Post-session notes are sent on time.
• Established Asana session templates are followed.

Asana Task Management

• Asana remains current.
• Incoming requests are captured.
• No requests are dropped.

CRM Data Accuracy

Maintain accurate and current information in:

• Pipedrive.
• EOS Worldwide CRM.

Responsiveness

• Maintain appropriate responsiveness to:
  • Assigned Implementer.
  • Clients.
• Respond consistently during established working hours.

Reporting Structure

The Bilingual Practice Manager:

• Works directly with the assigned EOS Implementer.
• Reports within the Practice Management Team led by the Operations Manager.
• Receives:
  • Training.
  • Coaching.
  • Process guidance. from the Operations Manager.
• Participates in the Practice Management Team's weekly Level 10 meeting.
• May eventually support a second EOS Implementer when assigned.

Software & Tools

Google Workspace

• Gmail.
• Google Calendar.
• Google Docs.
• Google Sheets.

CRM

• Pipedrive CRM.
• EOS Worldwide CRM.

Project & Task Management

• Asana.

EOS Platforms

• Bloom Growth.
• Other EOS software platforms used by clients.

Communication

• WhatsApp.
• Email.

Process Documentation

• Playbook Builder.

Data & Reporting

• Microsoft Excel.
• Google Sheets.

AI Tools

• ChatGPT.
• Claude.

AI tools may be used to accelerate:

• Research.
• Drafting.
• Routine administrative work.

90-Day Training & Onboarding Plan

Month 1 – Learn the Practice & Systems

During the first month, the Bilingual Practice Manager will:

• Receive one-on-one demonstrations of the software platforms used by the team.
• Learn software platforms used by applicable clients.
• Learn documented processes.
• Review EOS fundamentals.
• Complete applicable EOS Worldwide resources and videos.
• Learn the established Asana session template.
• Train directly with the Operations Manager.
• Learn practice-management expectations.
• Begin taking ownership of the Implementer's calendar.
• Begin taking ownership of the Implementer's inbox.
• Complete calendar and inbox work with review and support.
• Learn:
  • Session cadence.
  • Client communication expectations.
  • CRM processes.
  • Lead processes.
  • Session-reporting requirements.

Month 2 – Lead Core Practice Management Activities

During the second month, the Practice Manager will:

• Lead the weekly one-on-one meeting with the Implementer.
• Take increasing ownership of session preparation.
• Manage meeting confirmations.
• Complete EOS Worldwide session reporting.
• Coordinate travel.
• Maintain applicable CRM records.
• Manage Asana requests.
• Run core practice-management workflows with backup from the team.
• Continue receiving coaching and support from the Operations Manager.

Month 3 – Own the Practice End to End

During the third month, the Practice Manager will:

• Own the assigned Implementer's practice from end to end.
• Manage the practice through busy-season activity.
• Prioritize work independently.
• Anticipate needs.
• Manage shifting requests.
• Maintain client session cadence.
• Lead the weekly Implementer meeting.
• Maintain calendar and communication accuracy.
• Keep CRM and Asana information current.
• Bring process-improvement ideas forward.
• Identify operational issues proactively.
• Propose solutions.
• Demonstrate readiness to support a second Implementer when assigned.

Work Environment

• Fully remote position.
• Full-Time.
• Monday – Friday.
• 9:00 AM – 6:00 PM U.S. Eastern Time year-round.
• One-hour lunch break.
• Reliable high-speed internet connection.
• Dedicated, distraction-free workspace.
• Fast-paced environment.
• Seasonal peaks around annual planning.
• Ability to manage increased session-preparation and travel activity during peak periods.
• Team communication occurs primarily through:
  • WhatsApp.
  • Email.
• After-hours and weekend messages are captured on the next working day unless otherwise agreed.
• Responsive and experienced support team.
• Operations Manager available for:
  • Guidance.
  • Coaching.
  • Training.

About the Company

Our client is a business coaching firm that helps entrepreneurial leadership teams implement and operate using the Entrepreneurial Operating System (EOS).

Its team of EOS Implementers guides business owners and leadership teams throughout the EOS journey, including:

• Initial meetings.
• Focus Days.
• Vision Building sessions.
• Quarterly sessions.
• Annual planning.
• Other EOS-related sessions.

The firm serves a portfolio of client companies, including Spanish-speaking clients in Puerto Rico.

Behind the EOS Implementers is a Practice Management Team responsible for keeping each client's journey organized and on track through:

• Calendar management.
• Session coordination.
• Client communication.
• Lead management.
• Travel coordination.
• Operational follow-through.

The organization also operates on EOS internally and maintains:

• A weekly Level 10 rhythm.
• A Scorecard.
• Documented processes.
• Structured accountability.

The organization maintains a high standard of service for both its EOS Implementers and their clients.

Final Notes

The Bilingual Practice Manager is expected to progress from learning individual administrative tasks to fully managing the operational side of an EOS Implementer's practice.

Success in this position means:

• The Implementer can focus on delivering EOS rather than managing operational details.
• Every client remains on the appropriate session cadence.
• The next session is consistently scheduled.
• Calendar invitations contain accurate names, addresses, times, and links.
• In-person meetings are confirmed 2–3 business days in advance.
• Client communication is professional in both English and Spanish.
• Clients receive communication in their preferred language.
• Pre-work is sent on time.
• Session documents are prepared correctly.
• Post-session notes are sent promptly.
• Every completed session is reported to EOS Worldwide.
• Pipedrive remains accurate.
• EOS Worldwide CRM remains accurate.
• Requests received through WhatsApp, email, and other messages are captured in Asana.
• No requests are dropped.
• The weekly Implementer Level 10 meeting is consistently prepared and led by the Practice Manager.
• Travel is organized and applicable costs are accurately communicated for billing.
• The weekly Scorecard is completed on time.
• Problems are researched before escalation.
• The Practice Manager brings solutions rather than simply surfacing problems.
• Shifting priorities are handled calmly.
• The Practice Manager becomes increasingly proactive rather than waiting for instructions.
• By Month 3, the Practice Manager can independently own the assigned practice from end to end.
• The Practice Manager is prepared to support a second Implementer when assigned.