Administrative Assistant

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 Auxis Peak 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. 

Key Requirements (Must Have)

• Bilingual (English–Spanish): B2+ level in English (≥80%), strong written and verbal communication.

• Professional communication skills with stakeholders (employees, management, vendors, clients).

• Strong analytical and problem-solving skills.

• High attention to detail with focus on root-cause analysis.

• Ability to work under pressure in fast-paced environments with changing priorities.

• High integrity and strong work ethic.

Core Skills

• Strong organizational, multitasking, and prioritization abilities.

• Proactive mindset with strong follow-up and ownership of tasks.

• Team player with the ability to collaborate across all levels.

• Ability to handle confidential information with discretion.

Technical & Education

• High School Diploma or Technical Degree required.

• Proficiency in Microsoft Office (Excel, Word, Outlook).

Work Schedule

• Monday to Friday, 8:00 AM – 5:00 PM (On-site)

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Skills needed:

• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking: Talking to others to convey information effectively.
• Time Management: Managing one's own time.
• Service Orientation: Actively looking for ways to help people.
• Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do.
• Detail Oriented: Being able to pay close attention and notice minor details. Being able to give a task their undivided attention and catch mistakes, errors, or changes before they become a bigger problem.