Administrative Assistant

5 months ago

West Palm Beach, United States The Mosaic Group Full time
This position is on-site in West Palm Beach, FL without the option for remote or hybrid.

JOB BRIEF:
We are looking for a responsible Administrative Assistant to work in an office environment of a Marketing and Public Relations Firm, to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.

WHAT DOES AN ADMINISTRATIVE ASSISTANT DO?
Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, including MS Office, Adobe, QuickBooks, other company software and office equipment. If you also have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Administrative Assistant should ensure the efficient and smooth day-to-day operation of our office.

RESPONSIBILITIES:
  • Your role is crucial in the Company staying on budget and meeting the expectations of our clients and the deadlines for a successful outcome of each project.
  • Answer incoming phone calls, direct calls to appropriate staff, capture caller information for office database.
  • Organize and schedule appointments.
  • Plan meetings and take detailed minutes.
  • Write and distribute email, correspondence memos, letters, faxes and forms.
  • Assist in the preparation of regularly scheduled reports.
  • Design and maintain office filing system. (electronically and hardcopy)
  • Perform filing, data entry and other related tasks as requested.
  • Update and maintain office policies and procedures.
  • Maintain company insurance, licenses, and certifications.
  • Prepare invoices and check payments for CEO approval and signature.
  • Order office supplies and research new deals and suppliers.
  • Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
  • Maintain contact lists.
  • Book travel arrangements.
  • Submit and reconcile expense reports.
  • Provide general support to visitors.
  • Act as the point of contact for internal and external clients.
  • Support management and team members in special projects as needed.
  • Open and close the office, as needed.
  • Maintain professional and technical knowledge by Attending educational workshops; reviewing professional publications; establishing personal networks; and participating in professional.
  • Contribute to team effort by timely accomplishing related results as needed.
  • Assist in job posting, scheduling interviews, and hiring part-time and temporary workforce.
  • Secondary contact on general Human Resources questions by referring Employees to the proper section of the Employee Handbook as a guide; determine when Employee issues and questions should be escalated to external HR Consultant.
  • Assist, as needed in maintaining all employee personnel records.
  • Work well with other staff to maintain constructive and positive feedback.
  • Do not conduct yourself in any way to disrupt business or cause unnecessary expense to the company.
  • Other duties as assigned.

REQUIREMENTS:
  • Proven experience as an administrative assistant, executive assistant, office manager, virtual assistant or office admin assistant.
  • Knowledge of office management systems and procedures.
  • Working knowledge of office equipment, like printers and fax machines.
  • Must be proficient in MS Office (MS Excel, MS Word, MS Outlook, and MS PowerPoint, in particular), Adobe, and QuickBooks.
  • Excellent time management skills and the ability to prioritize work Attention to detail and problem-solving skills.
  • Excellent written and verbal communication skills Strong organizational skills with the ability to multi-task.
  • High School degree; additional qualification as an Administrative assistant or Secretary will be a plus.

ATTENDANCE AND PUNCTUALITY:
Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

PHYSICAL WORK ENVIRONMENT REQUIREMENTS:
  • Sitting for long periods if time at a workstation Using a computer screen for long periods of time.
  • Walking on uneven surfaces at some company events.
  • Health allows you to be exposed to Florida-level heat (for reasonable time periods) when assisting in company events.
  • Lifting up to 50 pounds of office-type supplies or event materials.

SAFETY:
Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.

EQUAL EMPLOYMENT OPPORTUNITY:
The company is committed to a policy of equal employment opportunity for all employees and applicants. Under this policy, all employees and applicants will be treated fairly and equally, and the company will comply with all applicable local, state and federal employment discrimination laws.

About The Mosaic Group:

We are the go-to global agency for creative, meaningful, and impact-driven storytelling. For more than 18 years, The Mosaic Group has been building the visibility and credibility of companies & influencers. Our expertise with diverse markets allows our clients to stand out and reach target audiences including the important Hispanic, African-American, and Caribbean consumers with the right media and the right message. We maximize visibility for our global clients through innovative, integrated and impact-driven communications.

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