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Form of workJob Description
OBJECTIVE
Assists the President of the Company administratively and planning in most of his/her duties and responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES(include the following, other duties may be assigned)
· Supports and assists the President with all administrative activities
· Coordinates the President’s calendar (including meetings/ videoconferences in Mexico City, in Houston and/or other cities of the U.S., or other countries)
· Prepares and coordinates the logistic of all trips for the President and customers when needed (This includes hotel reservations, rental cars, airline ticket, transportation from Airport-Hotel-Airport and other needs as required)
· Prepares business expense reports for the President and balances the corporate credit card
· Prepares and modifies documents including correspondence, reports, drafts, memos, and emails
· Prepares translations of documents to English and/or Spanish as needed
· Prepares administrative requisitions
· Fills out insurance forms and medical/dental claims for the President
· Receives, sorts, registers, and distributes incoming correspondence to appropriate areas, as assigned by the President
· Acts as the point of contact among executives, employees, clients, and suppliers
· Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries
· Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies
· Maintains files, records, and correspondence
· Supports team members of the Presidency as needed
· Other duties as assigned
QUALIFICATIONS / ATTRIBUTES
· Honesty, trustworthiness, integrity, and dependability
REQUIREMENTS
Education Level:
· Four-year college or university program certificate or a combination of education and experience
Years of Experience:
· Ten years of secretarial experience
Travel Requirements: N/A
Language: Fluent in English and Spanish; Demonstrates excellent grammatical and composition skills in English and Spanish, Ability to read, analyzes, and interprets general business periodicals, professional journals, technical procedures, or governmental regulations
Special Requirements:
· Computer Skills – Must be able to use MS-Word, MS-Excel, and MS-PowerPoint
· Ability to do general mathematical calculations
· Reasoning Ability - Ability to write reports, business correspondence, and procedure manuals, Ability to effectively present information and respond to questions from Vice Presidents, groups of managers, clients, customers, and the general public
COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies:
· Effectiveness
· Responsibility
· Personal Relationships
· Integrity
· Information Management
· Communication
· Adaptability
· Teamwork
· Identity
· Safety at Work
PHYSICAL DEMANDS
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Must be able to lift 10-20 lbs. occasionally.
EQUAL EMPLOYMENT OPPORTUNITIES
PPI, Inc. is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
