Job Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will provide essential support to ensure the smooth operation of our office. This role requires excellent communication skills, strong time management abilities, and a proactive approach to problem-solving. The Administrative Assistant will be responsible for various administrative tasks that contribute to the overall efficiency of the organization. Must be able to multitask; be self-sufficient and work in a fast-paced environment, sensitivity to confidential matters is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Manage and maintain executives' schedules.
- Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
- Planning and scheduling meetings and appointments.
- Answer phone calls and direct calls to appropriate parties or take messages.
- Attend meetings to record minutes.
- Compile, transcribe, and distribute minutes of meetings.
- Greet visitors and determine whether they should be given access to specific individuals.
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
- Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
- File and retrieve corporate documents, records, and reports.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- Make travel arrangements for executives and guest arrangements.
- Prepare responses to correspondence containing routine inquiries.
- Prepare agendas and make arrangements, such as coordinating catering for luncheons and meetings.
- Providing quality customer service.
- Ability to translate verbally and in writing between English and Spanish
- Good listening and communication skills
- Expected to follow and understand instruction from executive management
- Relate messages or instructions to others based on executive management
- Must have people/interpersonal skills, and will be the first line of communication between clients, employees and executive management.
- Must have excellent organizational skills
- Computer skills: writing emails, transcribing notes, faxing, copying, document translations and creating spreadsheets or printing documents.
- Accountability - Ability to accept responsibility and account for his/her actions.
- Accuracy - Ability to perform work accurately and thoroughly.
- Analytical Skills - Ability to use thinking and reasoning to solve a problem.
- Communication, Oral - Ability to communicate effectively with others using the spoken word.
- Communication, Written - Ability to communicate in writing clearly and concisely.
- Detail Oriented - Ability to pay attention to the minute details of a project or task.
- Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
- Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
- Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
- Reliability - The trait of being dependable and trustworthy.
- Working Under Pressure - Ability to complete assigned tasks under stressful situations.
- Professionalism - Ability to look and act appropriately in a professional office environment.
- Confidentiality - Ability to keep sensitive information confidential
EDUCATION AND/OR EXPERIENCE
- Associate or Bachelor’s degree or 5 years experience in an administrative roll
- Valid insurable driver's license (to drive company vehicle).
- Must be Bilingual/Fluent in Spanish
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.
EQUAL OPPORTUNITY EMPLOYER
The Company does not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.
All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.
We invite qualified candidates who are eager to contribute positively to our team and grow within the organization to apply for this exciting opportunity as an Administrative Assistant.
Job Type: Full-time
Pay: $17.00 - $20.00 per hour
Benefits:
Experience:
- Administrative: 3 years (Required)
Language:
Ability to Commute:
- Heber, CA 92249 (Required)
Ability to Relocate:
- Heber, CA 92249: Relocate before starting work (Required)
Work Location: In person
