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Administrative Assistant

1 month ago

Florida, United States Vaco Full time
Vaco is hiring for an Administrative Assistant in the Medley, FL area. This is an on-site role that requires a fully bilingual (English/Spanish) candidate.
  • This position is responsible for supporting executive management in the performance of administrative functions.
  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Qualifications:
  • One (1) year minimum experience working as an Administrative Assistant in a corporate office environment.
  • Proven record of sound judgment and ability to analyze travel plan options and submit proposal to management.
  • Bilingual (English/Spanish). Thorough knowledge of business English and Spanish, including proper spelling and punctuation.
  • Experience directly supporting management with meeting scheduling, travel arrangement, redaction/Proofreading of correspondence/documents, and receiving in person visits.
  • Intermediate skills in programs such as MS Word, Excel and Outlook.
  • Ability to meet and deal effectively with customers, executives and the general public.
  • Well-developed interpersonal skills.
  • Ability to communicate (read and write) effectively in a business environment.
  • Ability to handle multiple phone lines.
  • Strong time management and organizational skills.
  • Skill in composition and preparation of correspondence, reports, minutes and other written materials with accuracy and reasonable speed.
  • Thorough knowledge of offices practices, procedures and proper usage of office equipment.
  • High School diploma or equivalent
  • Ability to perform and prioritize a variety of administrative assignments with minimal supervision.
  • Ability to follow procedures and instructions.
  • Ability to work extended hours, holidays, and weekends as needed.
Duties and Responsibilities:
  • Coordinate travel arrangements for in-house, domestic, and out-port personnel and some business associates upon request.
  • Maintains management's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Prepares and maintains senior management expense reports and time sheets, including corporate credit card expenses.
  • Translate correspondences sent from outport office in Latin America. Spanish to English.
  • Answers all incoming telephone calls for senior management and directs them as necessary, including calls from outport offices and countries of services in Latin America and the Caribbean.
  • Request and distribute operations and market reports by liaising with respective department heads.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Coordinate conference room reservations, and arrange catering as needed.
  • Assists the Human Resources Department on special projects.
  • Orders office supplies when needed, and updates contact directories.
  • Additional duties as needed
Desired Skills and Experience

Bilingual (English/Spanish)
One year of administrative experience
Great verbal and written communication

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