General Admin Assistants

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