Job Description

Administrative Assistant

Onsite 5 days per week in Coral Springs, Florida

English and Spanish required. Knowledge in Outlook, Excel and PowerPoint.

Performs advanced, diversified, and confidential secretarial and administrative duties, i.e. prepare correspondence/reports, screen calls, maintain appointment calendars, set up meetings and travel itineraries, arrange conference calls, etc. Organizes and expedites flow of work through executive's office. Generally, provides support to SVP and/or multiple VP's and/or Country General Manager. Knowledgeable of organizational procedures and corporate policy and is often called upon to interpret and communicate senior management's intent to other managers. May be accountable to manage/reduce resources and office expenses. Works under minimal supervision.

• Provides administrative support to ensure efficient office operations.

• Answers phone calls and directs callers to appropriate personnel, schedules appointments, and assists clients and other visitors.

• Responds to emails and other digital queries and correspondence.

• Manages calendars for senior staff, including making travel arrangements.

• Inputs and updates information in databases and spreadsheets.

• Prepares meeting agendas and takes meeting minutes.

• Coordinates logistics for meetings, including room setup and catering.

• Works closely with other administrative staff and supports other colleagues as needed.

• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.

• Ensures that deadlines are met and adapts to changing priorities.

• Presents a positive and professional image for the organization.

• Concur – Expense report

• Digital literacy and research skills, including the ability to analyze the reliability of information

• Familiarity with standard office platforms, such as Microsoft Office

• Written communication skills

• Time management, multitasking, and flexibility

• Organizational skills

• Accuracy and attention to detail

• Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette

• Ability to work well under pressure and navigate multiple deadlines

• Proactive approach to problem-solving and process improvement

• Ability to work well independently and in collaboration with others

• Event planning and coordination

• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.

• Bilingual- English/Spanish

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