GENERAL DESCRIPTION: The responsibility of the Administrative Assistant encompasses a wide range of administrative and organizational tasks to support the General Manager and Sr. Human Resources Manager. They manage calendars, schedule meetings, handle communications, prepare reports, flow of correspondence, handling calls, managing office supplies and coordinate travel arrangements. The role also involves acting as a liaison between General Managers and stakeholders, often serving as a point of contact for inquiries.
Ability to read, speak, and write in English & Spanish.
ESSENTIAL DUTIES/RESPONSIBILITIES/FUNCTIONS:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Support the General Managers primarily and provide additional support to leadership team, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
Managing the General Manager's schedule, including scheduling meetings, appointments, and travel arrangements.
Handling emails, phone calls, and correspondence, ensuring timely and effective communication.
Organizing and coordinating meetings, conferences, and events, including logistics and preparation of materials.
Preparing and organizing reports, presentations, and other business documents.
Making travel arrangements, including flights, accommodations, and itineraries.
Acting as a point of contact between the General Managers and internal/external stakeholders.
Identifying and addressing potential issues and challenges proactively.
Assisting with office management tasks, such as ordering supplies for all departments, governing facilities, and maintaining records.
Plan and orchestrate work to ensure that General Managers priorities are met, organizational goals are achieved, and best practices are upheld.
Performing minor accounting, human resources and EHS daily tasks/projects as needed.
Manage attendance and payroll timekeeping processing
Comply with Company guidelines and SOPs Policies.
Providing support for special projects and ad-hoc tasks as needed.
Keeps record of daily employee meetings including topics discussed and general safety issues
QUALIFICATIONS & SKILLS REQUIRED TO PERFORM JOB DUTIES:
Excellent verbal and written communication skills.
Ability to read, speak, and write in English & Spanish.
Proficiency with Microsoft Office Suite or similar software and data entry in an ERP system.
Knowledge of basic office procedures.
Ability to operate office equipment including copy machine, fax, telephone, PC, and 10-key calculator.
Maintain a professional demeanor and represent the organizations interests effectively.
Strong organizational, analytical, planning and presentation skills with attention to detail.
Excellent written communication skills, including proper spelling and grammar.
Excellent verbal communication skills, including the ability to speak clearly and positively and maintain confidentiality and handling sensitive information with discretion
Extreme attention to detail; demonstrated accuracy and thoroughness.
Strong initiative and accountability, follow-up and ability to follow-through on responsibilities without reminders.
Ability to maintain discreetness, absolute confidentiality and a secure work area at all times.
Ability to maintain consistent, dependable work hours.
Ability to follow instructions, respond to management direction and solicit feedback to improve performance and increase knowledge.
Ability to show good judgment and initiative.
Consistently approachable, helpful and professional demeanor. Excellent customer service skills.
Excellent time management skills with ability to work in a fast-paced environment, where priorities regularly change. Multi-tasking, versatility and adaptability is key to effectively and efficiently prioritize work demands, tasks and meet deadlines.
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