Administrative Assistant Coordinator

7 days ago


Altamonte Springs, Florida, United States Visium Resources Full time
Job Description

Role Overview

The Administrative Specialist will provide high-level administrative support to the international recruitment team and immigration coordinators in a fast-paced environment. The ideal candidate will be able to adapt quickly, prioritize tasks with minimal supervision, and work as a team player.

Key Responsibilities

  • Support department leadership and staff through performance of administrative functions, including telephone and receptionist duties, project support, meeting and event planning, travel arrangements, etc.
  • Actively participate in outstanding customer service and accept responsibility in maintaining relationships that are equally respectful to all.

Principal Duties and Job Responsibilities

  • Provides administrative support to Leadership team and staff.
  • Assists with and/or manages calendars.
  • Manages daily issues and provides project oversight as requested.
  • Greets visitors and assists them as needed.
  • Answers incoming calls, routes to appropriate personnel, records messages, and retrieves all voicemails.
  • Opens and sorts all office mail. Routes outgoing mail. Acknowledges receipt of packages and special deliveries for the office.
  • Organizes meetings, orders meals, and reserves locations for meetings.
  • Prepares meeting materials, revises, and proofreads for accuracy prior to distribution.
  • Composes drafts for weekly agendas and other documents as requested.
  • Composes and edits letters, memos, and other correspondence.
  • Maintains filing systems.
  • Coordinates travel arrangements: lodging, flight, transportation, event registration, etc.
  • Prepares expense reports.
  • Tracks vendor payments, monitors check distribution, and maintains detailed records.
  • Prepares payment for incoming invoices, subscriptions, supply orders, etc.
  • Creates PowerPoint presentations, spreadsheets as needed for various projects or events.
  • May assist with contract matters and employee-HR related functions.
  • Participates in project oversight/management as requested.


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