Bilingual Executive Assistant

RemX is proud to represent a reputable Manufacturing Organization in Medley seeking a Executive Assistant to the CEO. (3-4 Month Contract)

The Executive Assistant provides high level administrative support to the Chief Executive Officer by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, working on special projects. Independent judgement is required to plan, prioritize, and organize diversified workload. A high level of confidentiality is required.

DUTIES AND RESPONSIBILITIES

• Independently and proactively provide support and anticipates the needs of the executive.
• Manage and maintain schedules.
• Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for the executive.
• Answer and respond to phone calls; communicate messages and information to the executive.
• Coordinate travel arrangements and hotel accommodations.
• Manage, organize and maintain daily and weekly calendars to maximize efficiency.
• Handle all incoming traffic into the Executive Office and coordinate requests accordingly.
• In the CEO's absence, ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets requests and helps implement action; makes sure that information is furnished in a timely manner.
• Create and develop visual presentations for the executive.
• Attend meetings as assigned and assign agenda and document minutes for each meeting specified.
• Drafts written responses or replies by phone or email when necessary. Responds to regularly occurring requests for information.
• Maintain all documents and files in paper and electronic form.
• File, retrieve and organize documents and reference materials in paper and electronic form.
• Acts as a project manager for special projects, at the request of the CEO, which many include planning and coordinating multiple presentations, disseminating information.
• Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes.
• Capable of working with discretion and tact in an environment exposed to a high level of sensitive and confidential information.
• Prepare purchase orders and requisitions of all purchases as assigned.
• Complete expense reports, corporate and personal, for Executive Office executives.
• Receive and maintain expense report process between all Sales Account managers and finance department.
• Review operating practices and implement improvements where necessary.
• Organize office and maintain professional appearance.
• Ability to work a varied schedule that may include early morning, evening, night, and weekend shifts.
• Perform duties and tasks related to CEO personal matters.
• Perform duties and tasks related to company and employees.
• Perform additional duties/projects as assigned by management.

REQUIREMENTS

• Bachelor's Degree, or equivalent combination of education and work experience preferred.
• 5+ years of administrative support experience preferred.
• Bilingual English and Spanish is required.
• Experience in events, equipment rental, or construction type industry preferred.
• Strong experience with Microsoft Office applications (Excel, Outlook, PowerPoint, Word) required.
• Must pass pre-employment background check and drug screen if required.

• Ability to set priorities and juggle multiple tasks, particularly in a fast-paced, deadline-oriented production environment.
• Ability to handle internal situations that at times may be stressful.
• Independent thinker and ability to demonstrate initiative in day-to-day work assignments.
• Willingness to learn unfamiliar software programs, processes, and equipment.
• Must be professional in appearance and behavior.
• Posses the drive to grow and evolve within the company to take on higher level duties overtime.
• Detail-oriented in all correspondence and contract execution.
• Articulate, with exceptional customer service skills and phone manners.
• Excellent customer services skills and ability to communicate with all levels of the organization.
• Basic budget management skills.
• Excellent grammar, spelling, mathematical & proofreading skills.
• Excellent follow-up skills and persistence.
• Strong analytical and problem-solving skills.
• Ability to work both independently and within a team.
• Handles sensitive information with confidentiality.