Executive Assistant - Bilingual

Executive Assistant

The Executive Assistant provides support for the assigned department, including general office duties and customer service. Manages correspondence and budget. Develops and prepares presentations and reports. Ensures work aligns with business unit needs and objectives.

Responsibilities

May include:

• Perform general office duties; provide administrative service for internal/external customers.
• Manage contact lists including phone and email.
• Create, update, and maintain electronic and hard copy documents/files.
• Process invoices in the system as they are received.
• Prepare documents, filing and other general office duties as required.
• Handle incoming and outgoing phones, correspondence, process incoming and outgoing mail.
• Read and analyze memos, submissions, and reports to determine their significance and plan their distribution.
• Generate, analyze, and deliver various reports as required.
• Order and maintain supplies including office supplies, safety supplies, shipping supplies, business cards, etc.
• Support and assist Executive team including but not limited to: calendars, meeting transcription, inter-office coordination and event planning, travel bookings, and various reporting needs.
• Perform additional projects/duties to support ongoing business needs.

Nature and Scope

• Works within well-defined instructions.
• Uses established procedures and works under supervision to perform assigned tasks.
• Work is closely supervised.

Knowledge and Skills

• Effective and high-quality Customer Service/Relationship management skills via walk-ins, phone, and email.
• Ability to effectively establish positive professional working relationships with internal, external customers and employees.
• Proficient in the use of Microsoft Office; Word, Excel & Outlook, and database applications.
• Professional verbal and written communication skills including questioning and listening skills.
• High level of attention to detail and accuracy; effective problem-solving skills.
• Ability to multitask and work independently with little supervision.
• Strong organizational and time management skills including effective prioritization skills.
• Ability to use discretion and handle sensitive confidential information.
• Positive, professional attitude, with ability to diffuse negative situations.
• Professionalism – patience, poise, and tact.
• Displays confidence and control at all times.
• Ability to thrive in a fast paced, constantly changing environment.
• Ability to apply good judgement, strong work ethics and integrity on the job.

Experience

• 2+ years of customer service or administrative experience preferred.

Education/Certification

• High School diploma or GED equivalent preferred.

Physical Requirements / Work Environment

• Must be able to perform essential responsibilities with or without reasonable accommodations.
• Some lifting (up to 20 lbs.).
• Long hours on the computer keyboard.
• Prolonged periods of standing and/or walking.
• Willing and able to travel (no more than 5%) with prior notice.