Seeking an experienced and dynamic Administrative Assistant who is organized and self-motivated.
This position will support multiple departments and ensure the efficient and smooth day-to-day operation of our office.
This position will be situated in a nice multi workstation lobby area and will share lobby coverage when necessary.
Good communications skills are essential and Spanish speaking is a plus.
The ideal candidate will be technology savvy and can take projects from start to finish with little supervision.
We are looking for someone who has a positive attitude, someone who thrives on planning, organizing and improving every process.
Responsibilities:
* Answer and direct phone calls
* Organize and schedule appointments
* Plan meetings and company events
* Write and distribute email, correspondence memos, letters, faxes and forms
* Assist in the preparation of regularly scheduled meetings and reports
* Develop and maintain a filing system
* Update and maintain many office procedures
* Order office supplies and research new deals, vendor and suppliers
* Maintain contact and birthday lists
* Maintain Safety Records
* Book travel arrangements
* Submit and reconcile expense reports
* Provide general support to visitors
* Act as the point of contact for internal and external clients
* Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
Requirements:
* Proven experience as an administrative assistant
* An understanding of how to be personable and approachable yet can keep confidential information confidential
* Knowledge of office management systems and procedures
* Working knowledge of office equipment, like printers and fax machines
* Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
* Excellent time management skills and the ability to prioritize work
* Attention to detail and problem-solving skills
* Excellent written and verbal communication skills
* Strong organizational skills with the ability to multi-task
* Positive Attitude