Job Details

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