Administrative Assistant - Job Description:

Reports to - Office Manager

Summary of Position:

Handle a wide range of important administrative and office support activities for multiple supervisors. Duties include answering and fielding telephone calls and faxes, receiving and directing visitors, ordering, maintaining and inventorying of office supplies, organization and distribution of mail, organization of office and files.

Duties & Responsibilities:

· Answer, forward and respond to phone/e-mail/mail messages/faxes.

· Assist management with business needs.

· Receive and assist customers, applicants, vendors, employees.

· Receive and distribute mail and other correspondences.

· Maintain organization of office, supplies, hard and electronic files.

· Arrange for the repair and maintenance of office equipment.

· Receive and upload weekly staff schedules.

· Set up and coordinate meetings and conferences.

· Distribute and receive completed employment applications.

· Support staff in assigned project based work.

· Prepare responses to correspondence containing routine inquiries.

· Create and modify word and excel documents.

· Create floor plan along with Management.

· Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.

· Arrange and coordinate schedule and travel needs.

· Arrange for the repair and maintenance of office equipment.

· Work closely with other Assistants and Executives to ensure proper assignments and tasks get completed in a timely and thorough manner.

· Other duties as necessary.

Qualifications:

· Must be bilingual - Excellent communication skills with the ability to read, write, and understand English and Spanish.

· Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers and fax machines.

· Must be proficient in word, excel, outlook.

· 3+ years administrative experience.

· Excellent people skills.

· High school degree or higher.

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Administrative Assistant