I am working with a client seeking an onsite administrative assistant in Miami. They would strongly prefer a candidate who is bilingual Spanish / English.
Ascertain the nature of incoming phone calls and emails, meticulously record messages, and alert Executive of emails and phone calls as necessary.
Communicate in person and through correspondence with high-level contacts inside and outside the Company.
- Compose and type correspondence, memos, presentations, confidential materials, etc.
- Schedule and coordinate meetings, conference calls, and other executive events. Inform attendees of meeting dates and times, reserve meetings space, ensure the appropriate equipment / materials are available and coordinate hospitality services as needed in those meetings.
Follow up on meeting action items as requested.
Maintain and manage Executive's calendar and contacts in Outlook. Arrange complex travel arrangements and itineraries, domestic and international.
Complete and track Executive's expense reimbursements.
- Organize, prioritize, and summarize the content on incoming mail, special requests, and meetings.
- Maintain adequate office supplies for Executives.
- Perform general office duties, such as opening mail, photocopying, faxing and sending materials out via standard / certified mail, FedEx, etc.
- Liaison with Executives, Support Staff and Board Members of portfolio companies.
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