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