Position: Admin Assistant
Number of hours: 20 hours/week
Schedule: EST
Tasks required:
Manage, organize, and respond to email correspondence.
Serve as the primary resource and support for the owner/CEO.
Manage and coordinate the owner/CEO’s calendar, appointments, and scheduling needs.
Perform data entry and maintain organized records.
Input, organize, and manage documents.
Communicate with suppliers via email in a professional manner.
Occasionally make phone calls to suppliers for follow-ups and inquiries.
Request and manage data from suppliers, ensuring accuracy and completeness.
Draft, review, and edit correspondence as needed, ensuring professionalism and accuracy.
Compile and organize data in Excel from raw sources.
Pre-read and edit documents, including letters and emails, ensuring accuracy and professionalism.
Assist with travel planning, including researching options, booking, and managing itineraries.
Perform general administrative tasks including data entry, preparing reports, and maintaining documentation.
Assist in crafting clear and concise communications, including emails, announcements and reports
Perform other duties as needed
Requirements:
Previous experience in an administrative or virtual assistant role.
Advanced proficiency in both Spanish and English (written and spoken).
Must be available for occasional Zoom video calls with the CEO/Manager.
Ability to work in the EST (Miami) time zone.
Strong organizational skills with the ability to manage multiple tasks efficiently.
Proficiency in Microsoft Excel, email platforms, and general document editing tools.
Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Trello, etc.)
Reliable internet connection and ability to make WiFi calls.
High attention to detail and accuracy.
Previous experience in administrative support is preferred.
Knowledge of online calendars and scheduling (e.g. Google Calendar)
Excellent phone, email and instant messaging communication skills
Clear and concise communicator with effective English verbal and written communication skills
Experience with basic social media management
Strong analytical, and problem-solving skills
Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
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