Administrative Assistant - Internship

The Administrative Assistant's duties and responsibilities include providing efficient office operations by offering administrative support. This support extends to managers and employees through various tasks related to organization and communication. The role involves handling confidential and time-sensitive material. The Administrative Assistant should be familiar with various concepts, practices, and procedures in the field. The ability to communicate effectively via phone and email is crucial to ensure accurate completion of all duties with high quality and within the specified timeframe. 

• Organize and schedule meetings and appointments. 
• Answer calls and greet all clients and visitors with professionalism and etiquette. 
• Produce and distribute company general information emails. 
• Assist in the preparation of regularly scheduled reports regarding transportation, supplies, petty cash, and credit card statements. 
• Book travel and hotel arrangements as needed. 
• Provide support to visitors. 
• Provide information by answering questions and requests. 
• Manage the access control process and deactivation. 
• Assist with onboarding coordination. 
• Coordinate maintenance and repairs for office equipment, furniture, and facilities. 
• Monitor and manage office supplies orders, and inventory, ensuring adequate stock levels, and manage the purchase processes, including creating invoices and quotes as requested. 
• Liaise with external vendors and service providers for facility-related matters. 
• Ensure compliance with health and safety regulations and emergency procedures 
• Provide support at  fairs by quoting and ordering products. 
• Control the access and registration process for visitors, vendors, and employees, ensuring compliance with company policy. 
• Maintain accurate and up-to-date human resource files, records, and documentation, and manage and audit the physical file storage. 
• Supports the facilities administration. 

• English–Spanish Language (Oral and written proficiency of 80% or higher) (B2+ level in English). 
• High School Diploma or Technical Degree. 
• Strong knowledge of MS Office tools. 
• Strong work ethic, honesty, and loyalty with strong values. 
• Must be detail-oriented, paying attention to details and making a conscious effort to understand causes rather than just effects. 
• Able to effectively work in stressful environments and handle situations with frequently changing priorities. 
• Must communicate professionally (both orally and in writing) when dealing with employees, management, vendors, and clients. 
• Must possess strong analytical skills. 
• Organizational, multi-tasking, and prioritizing skills. 
• Must be a team player and interact effectively with staff at all levels of the company and its operating units. 
• Strong initiative to follow up on pending issues and organize assigned work. 
• Ability to handle confidential material with sensitivity.