Administrative Assistant

Overview:

We are seeking a highly organized and detail-oriented individual to join our team as an Administrative Assistant. As an Administrative Assistant, you will play a crucial role in supporting the day-to-day operations of our office. This is a full-time position with opportunities for growth and development.

Duties:

• Provide the highest level of discretion and a wide range of administrative assistance.
• Ensure the highest level of attention to detail on all company correspondence, reports, presentation, and documentation.
• Prepare executive responses to routine memos, letters, and correspondence.
• Manage and maintain schedules, including scheduling travel and conferences as needed.
• Assist the local team with managing and prioritizing the daily workload and adjusting for revised priorities, including preparing meeting materials, and maintaining continuity of the office.
• Make, change, and manage appointment schedules.
• Assist with the recruiting process as directed.
• Support the process of on-boarding, training, and orientation under the leadership of the HR Generalist.
• Document and submit expense reporting according to finance policies.
• Answer and direct incoming calls to appropriate team members.
• Greet visitors and determine access to appropriate parties.
• Oversee administrative policies and recommend changes as appropriate.
• Open, sort and distribute correspondence. This includes email, faxes, and other mail items.
• Read and analyze submissions, letters, agendas, and reports to determine significance.
• Collect and analyze information for critical weekly and monthly reports.
• Develop and utilize records management systems.
• Provide retrieval of information for meetings, presentations, and records.
• Record meeting discussions and maintain minutes.
• Maintain office and kitchen supplies and inventory.
• Anticipate office needs, products and place orders when necessary.
• Perform office management function directing office equipment maintenance and repairs.
• Support employee engagement functions as directed by the HR Generalist or General Manager

Qualifications:

• Associate’s degree or higher is preferred.
• Fluent in English and Spanish.
• 5+ years of administrative experience supporting multiple leaders is required.
• Experience with managing calendars, simultaneously, making travel and managing expense reports.
• Strong attention to detail and organizational ability.
• Must have a high level of punctuation accuracy and ability to proofread for grammar.
• Strong oral and written communication skills.
• Microsoft Office work, including Word, Excel, Outlook and PowerPoint.
• Must be a self-starter, work independently, collaborate as part of a team and have strong initiative.
• Must be able to multi-task in a fast-paced environment.

Work Environment and Physical Requirements: Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of this job.

The employee is required to be stationary for long periods of time and may spend much of their time in front of a computer, updating reports and performing administrative duties. Several hours each day can be spent in front of a computer screen and moving around the office environment. The employee is occasionally required to reach with arms and hands, climb or balance, and to stoop, kneel and crouch. Close vision and fine motor skills for computer are needed. The employee must be able to lift up to 15 lbs.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Ability to Relocate:

• McAllen, TX: Relocate before starting work (Required)

Work Location: In person