Job Summary:
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The Office Assistant plays a vital role in ensuring the smooth operation of our office. This dynamic individual will provide administrative support to various teams, focusing on tasks such as calendar management, travel arrangements, and document preparation. Additionally, they will be responsible for managing information requests, translating documents, and facilitating communication among staff members.
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Key Responsibilities:
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* Provide exceptional support to employees, promoting a positive work environment
* Liaise with HR Administrator on immigration programs and assist with new hire orientations
* Manage calendars, coordinate travel, prepare reports, and handle information requests in Spanish and English
* Assist executive staff with administrative tasks and ensure seamless day-to-day operations
* Prepare a range of documents, including reports, memos, invoices, and letters
* Operate office equipment, such as copiers and phone systems
* Arrange for maintenance and repairs on rentals
* Translate documents and facilitate communication for staff in designated languages
* Support safety program documentation and print safety manuals
* Perform clerical functions, including correspondence, visitor reception, and conference call coordination
* Transfer data from hard copy to digital databases (HBIU, Metafarms, Excel)
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Requirements:
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* Excellent verbal and written communication skills
* Proven experience as an office assistant or similar role
* Bilingual: Proficient in English and Spanish preferred but not required
* Advanced MS Office knowledge
* Outstanding organizational and time management skills
* Discretion and confidentiality
* Dedicated, goal-oriented, motivated, and team-oriented individual
* Positive, friendly, and respectful demeanor at all times
* Regular, consistent attendance is required, with flexibility in hours a plus
* Keen observation skills to identify and accomplish tasks
* Working knowledge of office equipment
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Physical Requirements:
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* Ability to lift, move, or carry up to 50 pounds with reasonable accommodation
* Ability to sit, stand, walk, push, pull, bend, kneel, and squat for extended periods of time on varied surfaces
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Qualifications:
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* High School diploma or GED or an associate's degree or administrative training
* Valid Driver's License
* Smartphone capabilities such as texting, using the internet, running apps
* Able to adapt and learn quickly on the job
* Able to prioritize and stay focused with limited direct supervision