Seeking an experienced and dynamic Spanish Speaking Administrative Assistant who is organized and self-motivated to help support multiple departments and ensure the efficient and smooth day-to-day operation of our office. Good judgment and strong communications skills are essential to succeed in this role. 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 electronic filing systems, as well as paper files.
Update and maintain 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
Act as the point of contact for facility needs and concerns.
Manage our janitorial service, and ensure the facility is looking great.
Escalate services needed and help get quotes for vendors when needed, plumbers, carpet cleaners, printer services, etc.
Liaise with executives and senior administrative assistants to handle requests and queries from senior managers
Support Human Resources with translation needs as well as onboarding, setting up job fairs, open enrollment, employee events, and special projects as needed.
Support Human Resources with HRIS administration.(BambooHR)
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