Descripción

Administrative Assistant

Job Overview:

The Administrative Assistant provides administrative support to ensure efficient operation of the office. This role is essential in managing a variety of administrative tasks such as scheduling, handling communications, maintaining records, and providing assistance to staff and clients as needed. The Administrative Assistant will work closely with other departments and senior staff to ensure smooth office operations.

Key Responsibilities:

1. Office Management:

• Organize and maintain office files, records, and documents.

• Manage office supplies and ensure adequate inventory levels.

• Coordinate office maintenance and liaise with external service providers as needed.

Communication:

• Answer and direct phone calls, emails, and other inquiries in a professional and timely manner.

• Draft, proofread, and distribute internal and external communications, including reports, memos, and emails.

• Manage calendars for meetings, appointments, and travel arrangements for staff.

Scheduling and Calendar Management:

• Coordinate and schedule meetings, appointments, and events.

• Prepare meeting agendas, take minutes, and follow up on action items.

• Ensure all necessary materials and documents are prepared for meetings and events.

Document Preparation and Management:

• Assist with the preparation of reports, presentations, and documents for internal and external use.

• Maintain and update electronic and paper filing systems.

• Handle confidential and sensitive information in a professional manner.

Support to Staff and Executives:

• Provide administrative support to managers, directors, and other staff members as needed.

• Assist with onboarding and training of new staff or interns.

• Help organize team-building activities or company events.

Financial and Billing Support (if applicable):

• Process invoices, track expenses, and assist with budget management.

• Prepare and submit purchase orders or payment requests.

• Assist with bookkeeping and maintaining accurate financial records.

Customer Service:

• Greet visitors, clients, and vendors in a courteous and professional manner.

• Respond to client inquiries and assist with service delivery or product-related questions.

Other Duties:

• Perform any other administrative tasks as required by the team or management.

• Assist with special projects or initiatives as needed.

Qualifications:

• Minimum of 1-2 years of experience in an administrative or office support role.

• Familiarity with office software (Microsoft Office Suite, Google Workspace, etc.).

• Experience with basic office equipment (printers, etc.) is preferred.

• Excellent organizational and time management skills.

• Strong communication skills (written and verbal).

Location:

Ramos Arizpe, Coahuila