Administrative Assistant

1 month ago

West Palm Beach, United States Hallmark House LLC Full time
Job DescriptionJob Description

Job Summary:We are seeking an in-house experienced and dynamic Administrative Assistant that provides organizational support and ensures that the General Manager needs are met, and helps to promote a positive atmosphere and work culture. This position is responsible for administrative support for the General Manager. You are seasoned and experienced in handling a wide range of administrative related tasks and be able to work independently and confidently. Building positive relationships, being resourceful and knowing how to navigate large organizations fluidly will also be critical to success in this position.

Key Responsibilities:

  • Assists the General Manager with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the General Manager, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect General Manager’s style and organization policy.
  • Work closely with the General Manager to keep him well informed of upcoming commitments and responsibilities, following up appropriately having a sense for the issues taking place in the environment and keeping the General Manager updated.
  • Provide hospitality to all guests and help to create a welcoming environment.
  • Answer main phone line, respond to inquiries and transfer calls to appropriate parties.
  • Process and distribute daily mail.
  • Manage petty cash reimbursements and General Manager expense reconciliation.
  • Communicates with the general staff on the General Manager’s behalf and coordinates logistics with high-level meetings both internally and externally.
  • Coordinate and prepare minutes of meetings, compile and distribute committee packages; arrange locations, facilities, refreshments, and conference equipment for meetings.
  • Provide technical support to the General Manager before and during meetings, conference calls, audio/visual presentations.
  • Organize the meeting with the heads of each area with the General Manager with certain periodicity and ensuring compliance with the time.

Qualifications:

  • Bachelor’s Degree required in a business-related area.
  • Minimum 5 years of administrative management experience required. General Manager or above Level support preferred.
  • Background supporting General Managers in the past
  • Knowledge of advanced MS Office applications; Word and Excel.
  • Knowledge managing Keynotes presentations.
  • Strong analytical, written, and verbal communication skills.
  • Ability to plan, prioritize and manage multiple tasks assigned to meet deadlines, and the flexibility to juggle varying assignments.
  • Comfortable when working to tight deadlines, and able to turn work around within a short time span where demands are liable to change at short notice
  • The ability to anticipate needs, think critically, and recommend solutions in advance.
  • Must be detail-oriented and highly organized.
  • Good understanding of bank policies, procedures, and operations
  • Ability to manage complex and highly confidential information
  • Comfortable working autonomously and across multiple tasks
Company DescriptionCompany: Hallmark House LLC is the subsidiary of Hallmark Holding, a group of companies established in 1999 with presence in several Latin American countries. The group, is the most important supplier in a variety of categories inside the Companion Animals Veterinary and Pet Business for over 20 years.Company DescriptionCompany: Hallmark House LLC is the subsidiary of Hallmark Holding, a group of companies established in 1999 with presence in several Latin American countries. The group, is the most important supplier in a variety of categories inside the Companion Animals Veterinary and Pet Business for over 20 years.

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