Administrative Assistant

Administrative Assistant Responsibilities

• Answer and direct phone calls!
• Organize and schedule appointments.
• Plan meetings and take detailed minutes.
• Write and distribute email, correspondence memos, letters, faxes and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers.
• Maintain contact lists.
• Book travel arrangements
• Submit and reconcile expense reports.
• Provide general support to AP/AR/HR
• Data input,

o    Issuing & tracking of PO’s and verifying pricing on invoices.

o    Ensure material are being charged to the correct project.

o    Track labor hours and productivity for job costing.

o    Generate and verify T&M for billing.

• Assist in the onboarding process for new hires.
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.

Requirements and skills

• Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
• Bilingual (English & Spanish).
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel, Word 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
• High School degree: additional qualification as an administrative assistant or Secretary will be a plus.
• Experience preferred but willing to train qualifying applicants.