97 Administrative Staff jobs in Pembroke Park
Administrative Assistant
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Job Description
INTRODUCING DAKOTA MATTING & ENVIRONMENTAL SOLUTIONS: WHO WE ARE
With vast capital investments within the Electrical Utility Industry, Dakota Matting & Environmental Solutions stands proud in contributing to our nation’s infrastructure expansion. Through innovative access solutions, coupled with an unwavering commitment to environmental responsibility, we play a pivotal role in fostering the sustainable growth of essential utilities.
As a woman-owned and minority-owned business, we bring a unique perspective and competitive edge to the industry. We have the ability to attract and retain top talent due to our collaborative work environment and rewarding culture. As one of the very few independently owned and operated companies in this field, we are able to make common sense decisions that always put our clients first, and this is the reputation that we have garnered.
As we are continuously growing, we are looking for an Administrative Assistant to join our passionate team.
POSITION DETAILS
We’re looking for a resourceful, can-do Administrative Assistant to join our rapidly growing company. In this role, you’ll be the first point of contact for visitors and callers, creating a warm, professional, and welcoming experience. You’ll thrive in a fast-paced environment, pivot quickly when priorities shift, and proactively solve problems to keep business operations running smoothly. The right candidate is adaptable, detail-oriented, and eager to contribute across a variety of responsibilities — from greeting guests and managing office operations to coordinating travel, events, and communications.
RESPONSIBILITIES
Office Operations
- Greet guests; Answer and route company calls/voicemails to the various departments.
- Receive, sort, and distribute incoming mail; manage outgoing mail and packages (FedEx labels, stamps/supplies).
- Maintain headquarter inventory (snacks, beverages, kitchen and office supplies).
- Coordinate any issues or maintenance requests with property management.
- Order catered lunches and perform lunch pick-ups for manager and client meetings.
Administrative Support
- Scan and electronically file documents on SharePoint.
- Send documents to employees and/or clients via DocuSign for e-signatures and file accordingly
- Order annual appreciation gifts for customers and holiday gifts for employees.
- Send e-gift cards for President’s Call employee recognition awards.
- Send company announcements on employee birthdays and work anniversaries.
Travel & Event Coordination
- Arrange travel and lodging for visiting managers, clients, and interviewees: book flights, hotels, and rental cars; book dinner reservations.
- Coordinate Meetings and Events: schedule hotel blocks for national conferences, VIP Customer events, and internal meetings; reserve private dining rooms at restaurants; book excursions and entertainment activities.
- Plan office Holiday parties and employee birthday lunches
- Track confirmations and create itineraries for travelers; communicate promptly with travelers regarding any changes or issues.
Marketing & Communications Support
- Create/format PowerPoint presentations, as needed, for President’s Call and occasional internal meetings
- Create/order marketing materials for annual conferences and expositions as needed
- Bi-Weekly, create marketing posts for LinkedIn
- Quarterly, create invites and flyers for North American Matting Association
- Make occasional edits to company website as needed
Operations Support
- Support safety/compliance mailings (e.g., mail safety training cards and vehicle registration renewals to employees).
- Order toll transponders for company vehicles and maintain list, ensuring accurate charges to correct business units
- Register trailers and vehicles with the DMV on occasion
JOB REQUIREMENTS
At Dakota, we take on and execute some of the most challenging access projects in the country. To help us successfully execute our projects, we are looking for a DOT and Fleet Compliance Specialist with these qualifications:
- Bachelor’s or Associate’s degree preferred, but not required. Equivalent experience or a demonstrated ability to perform the responsibilities of the role will also be considered.
- Prior administrative or office coordination experience preferred, but not required – strong organizational skills and a willingness to learn are essential.
- Valid driver’s license, reliable transportation, and comfort driving locally for errands on occasion.
- Welcoming and approachable, with strong interpersonal skills to greet visitors and interact professionally with employees and clients.
- Excellent Communication skills: Friendly, professional, and concise - on the phone, in person, and in writing.
- Highly organized with strong attention to detail; able to prioritize tasks effectively and maintain accurate records
- Composed and adaptable – does not get flustered easily and is comfortable adjusting to change or shifting priorities.
- Proficient with Microsoft 365 (i.e., Outlook, Teams, SharePoint, Word, Excel, PowerPoint).
- Ability to lift up to 25 lbs occasionally (i.e., packages and office supplies).
- Experience coordinating travel/hotel blocks and working with corporate rate programs (preferred).
- Experience supporting executives or multi-department teams (preferred).
THE GREAT BENEFITS OF WORKING HERE
The Heart and Soul of Dakota are our people. We want to provide you with the best possible employee experience, so you can be happy and effective within your job. Some of the great benefits of joining our team include the following:
- Comprehensive Benefits Package: Your health and well-being matter to us. As part of our commitment to your health and financial security, we offer comprehensive benefits, including health insurance, dental insurance, vision insurance, an Employee Assistance Program, and a 401(k)-retirement plan.
- Fast Growing Company with Great Career Growth Opportunities: Dakota is a fast-growing company that offers excellent career growth opportunities. As we continue to expand and thrive, you’ll have the chance to advance your career and take on new challenges.
- Work with a Diverse and Inclusive Team: Dakota Matting prides itself on fostering a diverse and inclusive work culture. This diverse exposure will enhance your skillset, broaden your expertise, and position you as a well-rounded professional.
- Paid Vacation and Holidays: We offer paid time off (PTO) so you can relax, recharge, and maintain a healthy work–life balance. In addition, the Company observes eight paid holidays each year for you to enjoy with family and friends.
EQUAL OPPORTUNITY EMPLOYER
Dakota Matting & Environmental Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Administrative Assistant
Posted today
Job Viewed
Job Description
Job Overview:
As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
Your Responsibilities:
- Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
- Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
- Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
- Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
- Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
- Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
- Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
- Sets up meetings for Board Approval process.
- Keeps packages updated with new memos and policies as required.
- Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
- Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
- Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
- Follows safety procedures and maintains a safe work environment.
- Other duties as required.
Skills & Qualifications:
- Associates degree with concentration in business preferred, or equivalent combination of education and experience.
- Three (3) to Five (5) plus years of related work experience.
- Computer literacy: Intermediate proficiency in Microsoft Windows software.
- Must possess strong administrative background.
- Strong working knowledge of customer service principles and practices.
- Excellent interpersonal, office management and communications skills.
- Self-starter with excellent communication, interpersonal and customer service and telephone skills.
Physical Requirements:
- Physical demands include the ability to lift up to 50 lbs.
- Standing, sitting, walking and occasional climbing.
- Required to work at a personal computer for extended periods of time.
- Talking on the phone for extended periods of time.
- Ability to detect auditory and/or visual emergency alarms.
- Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
- Driving when necessary.
Additional Information
- Schedule: Monday-Friday 8:00am – 4:30pm
What We Offer:
As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.
Compensation: $19 -$23 per hour
Disclaimer:
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.
Administrative Assistant
Posted today
Job Viewed
Job Description
Job Overview:
As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
Your Responsibilities:
- Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
- Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
- Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
- Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
- Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
- Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
- Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
- Sets up meetings for Board Approval process.
- Keeps packages updated with new memos and policies as required.
- Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
- Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
- Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
- Follows safety procedures and maintains a safe work environment.
- Other duties as required.
Skills & Qualifications:
- Associates degree with concentration in business preferred, or equivalent combination of education and experience.
- Three (3) to Five (5) plus years of related work experience.
- Computer literacy: Intermediate proficiency in Microsoft Windows software.
- Must possess strong administrative background.
- Strong working knowledge of customer service principles and practices.
- Excellent interpersonal, office management and communications skills.
- Self-starter with excellent communication, interpersonal and customer service and telephone skills.
Physical Requirements:
- Physical demands include the ability to lift up to 50 lbs.
- Standing, sitting, walking and occasional climbing.
- Required to work at a personal computer for extended periods of time.
- Talking on the phone for extended periods of time.
- Ability to detect auditory and/or visual emergency alarms.
- Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
- Driving when necessary.
Additional Information
- Schedule: Monday-Friday 8:00am – 4:30pm
What We Offer:
As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.
Compensation: $19 -$23 per hour
Disclaimer:
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.
Administrative Assistant
Posted today
Job Viewed
Job Description
Who We Are:
Centurion Property Group is a private equity real estate investment and operating firm dedicated to delivering superior risk-adjusted returns through diligent analysis and operational expertise. Our specialization lies in the acquisition, repositioning, and management of “core-plus” and “value-add” income-producing properties with an exclusive focus on the dynamic student housing sector.
Driven by a seasoned team of industry experts, Centurion Property Group boasts extensive experience in both the acquisition and management of real estate assets across diverse sectors.
Job Description:
In the Administrative Assistant role, you will play an essential role in supporting our team and ensuring smooth operations across departments. This is an exciting opportunity for a detail-oriented individual who thrives in a collaborative environment and is eager to make a meaningful impact and is ready to grow. You will work hand in hand with the Administrative Controller and be responsible for various administrative aspects of real estate operations. These responsibilities may include bank account reconciliations, vendor & invoice processing, office tasks, among others.
Duties/Responsibilities:
-Responsible for providing general administrative and bookkeeping support.
-Responsible for performing clerical duties such as answering the phone and managing files.
-Responsible for coordinating office operations such as ordering supplies, paying rents, coordinating appointments, etc.
-Responsible for assisting with company payroll.
-Responsible for keeping up with vendor payments & vendor account reconciliations.
-Responsible for invoice processing.
-Responsible for reconciling bank accounts. -Responsible for keeping up with the annual renewals of various corporations.
-Responsible for maintaining accurate financial reports.
Others:
-Be willing to aid in any other office matters which may arise outside of your scope of responsibilities.
-Excellent Organization and time management skills.
Requirements:
-BS/BBA in Accounting, Finance, or Business Administration. -Minimum of 5 years of related experience.
-Experience & proficiency in QuickBooks and Microsoft Office Suite (Excel, Word, PowerPoint, etc.)
Job Type:
Full Time (Monday-Friday)
Benefits:
-10 days PTO/Vacation first year, with 2 day increments per year up to a max of 15 days -Holidays: Major Federal Holidays
-Health, Dental, and Vision Insurance
Language:
English and Spanish Required
Work Location:
19495 Biscayne Blvd Suite 400, Aventura, Florida 33180
Administrative Assistant
Posted today
Job Viewed
Job Description
Job Overview:
As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
Your Responsibilities:
- Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
- Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
- Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
- Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
- Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
- Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
- Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
- Sets up meetings for Board Approval process.
- Keeps packages updated with new memos and policies as required.
- Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
- Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
- Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
- Follows safety procedures and maintains a safe work environment.
- Other duties as required.
Skills & Qualifications:
- Associates degree with concentration in business preferred, or equivalent combination of education and experience.
- Three (3) to Five (5) plus years of related work experience.
- Computer literacy: Intermediate proficiency in Microsoft Windows software.
- Must possess strong administrative background.
- Strong working knowledge of customer service principles and practices.
- Excellent interpersonal, office management and communications skills.
- Self-starter with excellent communication, interpersonal and customer service and telephone skills.
Physical Requirements:
- Physical demands include the ability to lift up to 50 lbs.
- Standing, sitting, walking and occasional climbing.
- Required to work at a personal computer for extended periods of time.
- Talking on the phone for extended periods of time.
- Ability to detect auditory and/or visual emergency alarms.
- Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
- Driving when necessary.
Additional Information
- Schedule: Monday-Friday 8:00am – 4:30pm
What We Offer:
As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.
Compensation: $19 -$23 per hour
Disclaimer:
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.
Administrative Assistant
Posted today
Job Viewed
Job Description
Job Overview:
As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
Your Responsibilities:
- Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
- Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
- Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
- Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
- Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
- Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
- Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
- Sets up meetings for Board Approval process.
- Keeps packages updated with new memos and policies as required.
- Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
- Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
- Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
- Follows safety procedures and maintains a safe work environment.
- Other duties as required.
Skills & Qualifications:
- Associates degree with concentration in business preferred, or equivalent combination of education and experience.
- Three (3) to Five (5) plus years of related work experience.
- Computer literacy: Intermediate proficiency in Microsoft Windows software.
- Must possess strong administrative background.
- Strong working knowledge of customer service principles and practices.
- Excellent interpersonal, office management and communications skills.
- Self-starter with excellent communication, interpersonal and customer service and telephone skills.
Physical Requirements:
- Physical demands include the ability to lift up to 50 lbs.
- Standing, sitting, walking and occasional climbing.
- Required to work at a personal computer for extended periods of time.
- Talking on the phone for extended periods of time.
- Ability to detect auditory and/or visual emergency alarms.
- Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
- Driving when necessary.
Additional Information
- Schedule: Monday-Friday 8:00am – 4:30pm
What We Offer:
As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.
Compensation: $19 -$23 per hour
Disclaimer:
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.
Administrative Assistant
Posted today
Job Viewed
Job Description
Job Overview:
As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
Your Responsibilities:
- Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
- Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
- Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
- Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
- Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
- Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
- Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
- Sets up meetings for Board Approval process.
- Keeps packages updated with new memos and policies as required.
- Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
- Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
- Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
- Follows safety procedures and maintains a safe work environment.
- Other duties as required.
Skills & Qualifications:
- Associates degree with concentration in business preferred, or equivalent combination of education and experience.
- Three (3) to Five (5) plus years of related work experience.
- Computer literacy: Intermediate proficiency in Microsoft Windows software.
- Must possess strong administrative background.
- Strong working knowledge of customer service principles and practices.
- Excellent interpersonal, office management and communications skills.
- Self-starter with excellent communication, interpersonal and customer service and telephone skills.
Physical Requirements:
- Physical demands include the ability to lift up to 50 lbs.
- Standing, sitting, walking and occasional climbing.
- Required to work at a personal computer for extended periods of time.
- Talking on the phone for extended periods of time.
- Ability to detect auditory and/or visual emergency alarms.
- Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
- Driving when necessary.
Additional Information
- Schedule: Monday-Friday 8:00am – 4:30pm
What We Offer:
As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.
Compensation: $19 -$23 per hour
Disclaimer:
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.
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Administrative Assistant
Posted today
Job Viewed
Job Description
Shape a remarkable future with us. Build a career working for an industry leader that truly invests in their people - and equips them with leading technology, continuous learning, and the ability to bring their best selves to work. As the premier wine and spirits distributor, Southern Glazer's isn't just one of Forbes' Top Private Companies; it's a family-owned business with deep roots dating back to 1933.
The reputation of Southern Glazer's is well-established, and it's no surprise that we are regularly recognized for our culture. Southern Glazer's has been recognized by Newsweek as one of America's Greatest Workplaces for Inclusion and Diversity, as well as for Women and Parents & Families. These accolades speak volumes about our commitment to creating a supportive and inclusive culture of belonging for all employees.
As a full-time employee, you can choose from a wide-ranging menu of our Top Shelf Benefits, including comprehensive medical and prescription drug coverage, dental and vision plans, tax-saving Flexible Spending Accounts, disability coverage, life insurance plans, and a 401(k) plan. We also offer tuition assistance, a wellness program, parental leave, vacation accrual, paid sick leave, and more.
By joining Southern Glazer's, you would be part of a team that values excellence, innovation, and community. This is more than just a job - it's an opportunity to build the future of beverage distribution and grow with a company that truly cares about its people.
**Overview**
The Administrative Assistant of One Tech provides critical administrative support to the Executive Administrative Assistant, as well as supporting the One Tech Team and day-to-day-operation of One Tech. The Administrative Assistant will report to the Executive Administrative Assistant, and daily activities will require work in a highly collaborative team environment, supporting One Tech team members and project activities. Periodic performance evaluations (annual appraisals) will be provided to ensure the Administrative Assistant is meeting the expectations of One Tech. The Administrative Assistant will have the unique opportunity to work with seasoned business professionals in a dynamic and exciting team and industry.
**Primary Responsibilities**
+ Coordinate and schedule meetings and conference calls (e.g., large steering committee meetings, cross-functional zooms, other 1:1 meetings); arrange for conference rooms; communicate information to allrespective parties; send reminders; meeting preparation support; organize catering when necessary
+ Supervise reception area welcoming visitors, guests and team members in a polite and professional manner
+ Review, proofread, and format all correspondence prepared for the Executive's signature to ensure accuracy and completeness, as well as consistency with organizational policy
+ Maintain an efficient flow of information between all levels of the One Tech team
+ Submit expense reports, type meeting minutes and prepare internal communication, ensuring they arecompleted accurately and timely
**Additional Primary Responsibilities**
+ Incorporate edits and changes and format PowerPoint presentations, and Word or Excel documents
+ Oversee logistics and agendas for meetings, and special events/off -site functions, as required
+ Organize and convey availability through close coordination of appointments and travel engagement
+ Arrange and schedule travel (car service, hotel, air, etc.), and prepare travel itineraries
+ Support with filing and scanning, as required
**Minimum Qualifications**
+ High school diploma or equivalent, and 5+ years of executive, financial, legal or other professional administrative experience; or an equivalent combination of education and experience required
+ Bachelor's degree preferred
+ Computer skills: Must be highly proficient and experienced in Microsoft Office Suite, including PowerPoint, Excel, and Word
+ Ability to work independently and efficiently, organizing and prioritizing work to meet deadlines
+ Excellent written and verbal communication skills
+ Independently balance and manage multiple requests and accountabilities, ensuring clear communication and expectations
+ Adaptable and strong interpersonal skills
+ Collaborative work ethic and positive demeanor
+ Professional, quick to pivot, and very responsive to all requests by the team
**Physical Demands**
+ Physical demands include a considerable amount of time sitting and typing/keyboarding, using a computer (e.g., keyboard, mouse, and monitor), or adding machine
+ Physical demands with activity or condition may occasionally include walking, bending, reaching, standing, and stooping
+ May require occasional lifting/lowering, pushing, carrying, or pulling up to 20lbs
**EEO Statement**
Southern Glazer's Wine and Spirits, an Affirmative Action/EEO employer, prohibits discrimination and harassment of any type and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. SGWS complies with all federal, state and local laws concerning consideration of a qualified applicant's arrest and/or criminal conviction records. Southern Glazer's Wine and Spirits provides competitive compensation based on estimated performance level consistent with the past relevant experience, knowledge, skills, abilities and education of employees. Unless otherwise expressly stated, any pay ranges posted here are estimates from outside of Southern Glazer's Wine and Spirits and do not reflect Southern Glazer's pay bands or ranges.
Southern Glazer's Wine and Spirits provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Administrative Assistant
Posted today
Job Viewed
Job Description
The Administrative Assistant will provide comprehensive administrative support to ensure efficient operation of the office. This role includes managing daily office tasks, coordinating meetings, and maintaining clear and effective communication with staff, clients, and external contacts. The ideal candidate is organized, detail-oriented, and capable of handling multiple tasks with accuracy and professionalism.
**Key Responsibilities:**
+ **Administrative Support:** Perform general office duties such as answering phones, responding to emails, handling mail, and greeting visitors.
+ **Document Management:** Prepare, edit, and distribute reports, memos, and other documents. Maintain accurate records and filing systems.
+ **Communication:** Serve as a liaison between different departments, handling information requests and queries from internal and external parties.
+ **Office Coordination:** Order office supplies, handle office equipment maintenance, and ensure the workplace is clean and organized.
+ **Data Entry and Reporting:** Input data accurately into databases and generate reports as required. Maintain confidentiality of sensitive information.
+ **Project Assistance:** Support special projects and provide assistance to various departments as needed.
**Compensation:** $20/hour
The pay listed is the salary rate for this position. Any specific offer will vary based on the successful applicant's education, experience, skills, abilities, geographic location, and alignment with market data. You may be eligible to participate in a Company incentive or bonus program
**Benefit Information:**
ABM offers a comprehensive benefits package. For information about ABM's benefits, visit ABM Employee Benefits | Staff & Management ( Monday - Friday 8:00am - 3:30pm
**Qualifications:**
+ **Education:** High School Diploma or equivalent required; Associate's or Bachelor's degree preferred.
+ **Experience:** Minimum of 2 years of administrative or office management experience.
+ **Skills:**
+ Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
+ Excellent organizational and time management skills.
+ Strong written and verbal communication skills.
+ Ability to multitask and prioritize workload effectively.
+ Attention to detail and problem-solving skills.
+ Ability to work independently and as part of a team.
+ Bilingual Spanish/English is preferred
**Working Conditions:**
+ **Environment:** Office setting, Monday to Friday, with occasional requirements for overtime.
+ **Physical Requirements:** Ability to sit for extended periods, use a computer, and perform light physical tasks such as lifting up to 25 pounds
REQNUMBER:
ABM is proud to be an Equal Opportunity Employer qualified applicants without regard race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected factor under federal, state, or local law. ABM is committed to working with and providing reasonable accommodation to individuals with disabilities. If you have a disability and need assistance in completing the employment application, please call . We will provide you with assistance and make a determination on your request for reasonable accommodation on a case-by-case basis.
Administrative Assistant
Posted 1 day ago
Job Viewed
Job Description
For additional information, visit position will provide support to 3 top level executives (the Head of Emerging Business, Latin America, the Head of Data Analytics & Business Insights and the VP of Distribution) in our Miami division of Sony Pictures Television. The primary responsibilities are to manage calendars, coordinate travel arrangements, process expense reports and PO's, and answer the phones. Additional responsibilities include routing incoming and outgoing mail, faxes, copies, filing. Also, work on special projects as needed. The Administrative Assistant must be proactive and willing to take on various responsibilities required to keep the operations of the department running effectively and efficiently. Good computer skills, excellent written and verbal communications, a strong work ethic and great time management skills are critical for success in this role. A successful Administrative Assistant has a critical role in making sure that the team operates effectively, and strong communications are maintained whether Supervisors are in or out of the office.
Responsibilities :
+ Calendars (30%) : Maintain Supervisors' respective, complex calendars, staying on top of all changes. Schedule meetings with clients and partners, and coordinate across time zones. Confirm attendance and closely monitoring calendars to resolve scheduling conflict and ensure all logistics are in place.
+ Travel Arrangements (20%) : Arrange domestic and international travel, including booking and confirming flights, research of visa requirements, lodging and ground transportation with Company travel agents and submitting Travel Authorization requests via Ariba program. Consistent follow up to avoid changes in cost. Cost effective research. Prior to executives' departure, prepare business information packets including itinerary, meeting agenda (includes confirmation of all meeting locations, times and participants with contact information to ensure successful and productive trips), organize materials for client meetings and market presentations. Ensure the executive is briefed and equipped for all engagements travel documents, presentations, relevant agreements and financial binders as needed.
+ Accounts Payable (15%): Set up vendors and process PO's for Distribution, Networks, and Research. Track each PO and apply Goods Receipt when services have been rendered.
+ Expense Reports (15%): Creating and tracking corporate expense reports on a monthly basis in Concur Solutions database system to ensure swift monetary reimbursement and ensuring that all corporate expense reports comply with company's T&E policy prior to submission. Collection of receipts from Executives required at the end of each month or upon return from a business trip. Tracking approval requests for the executives to ensure that travel, payments and corporate expenses are approved in a timely manner. Track follow-up items, manage deadlines, maintain notes, and summarize action items on all matters requiring executive attention.
+ Conference, Video Calls /Meetings (5%) : Coordinate conference/video calls with all levels of executives, send calendar invites to attendees with call-in or videoconference details and ensure that all attendees receive an agenda prior to meeting as needed. Reservation of meeting and videoconference rooms required and liaison with IT needed for videoconferencing or laptop loaner needs. Organize and facilitate both virtual and in-person meetings/calls, overseeing all logistics, organizing materials, A/V setup, catering, and attendee coordination.
+ Translations/PowerPoint Presentations (2%): Translations from English/Spanish-Spanish/English of emails, memos, letters, and special projects as requested. Preparation of Power Point Presentation for special meetings and other kind of presentations. Distribute pitch decks, screeners, and promotional materials to clients and track client reception.
+ Special Events (2%): Assist through annual special events, conventions, budget meetings, MRP meetings, annual Team Building, with things such as: meetings, movie screenings, ideas, etc. Work on multiple projects at the same time. Working on special projects and presentations. Support planning and logistics for major industry events (e.g., MIPCOM, LA Screenings, NATPE). Coordinate invitations, schedule appointments, manage calendars and confirm attendance.
+ IT Needs (2%): Work with IT support to ensure that the executive's computer, desk phones and business mobile phone equipment are working effectively upon request. Request computer needs, equipment, programs and loaners as needed.
+ Inter-company Communication (2%): Liaise with assistants to executives of other divisions. Maintain friendly open line of communication to address common issues pertaining to Conventions, offsite meetings, etc. Collaborate with the marketing team and the TV Distribution sales team in Mexico, Miami and Brazil to ensure alignment on deliverables and timelines.
+ Data Analytics (2%): Analyze TV networks and platforms performance data for the stakeholders as needed.
+ Other (2%): Collect and organize the Top 3 reports from all executives. Enter networks acquisition deals into Rightsline database. Create, update, and maintain a database of clients, buyers, and partners across territories. Ensure accuracy and timely updates of contact information, imeeting history, and follow-ups notes. Order non-electronic department supplies via Ariba as needed. Complete ad-hoc assignments and support cross-functional projects as needed.
Knowledge/Skills/Abilities:
- Excellent Word Processing and Computer Skills with High Level of Knowledge and Comfort. The role requires daily use of Microsoft Office programs-MS Outlook, MS Word, MS Excel, and MS PowerPoint - as well as comfort using other database applications. The Administrative Assistant will be required to do extensive word processing and editing of documents. In addition, in this role he/she will need to have a general use of the internet as a source of reference data and information.
- A Team Player and Self-Motivated. The Administrative Assistant is a critical member of the team and needs to have a positive attitude about being a contributing member of the team and supporting a positive environment for his/her colleagues. Also, the Administrative Assistant needs to have a high degree of self-motivation to seek out answers to questions.
- Highly Organized and Detail-Oriented. The Administrative Assistant is expected to be highly organized with a high degree of attention to details. The Administrative Assistant is often sought to provide confirmation of key activities and input on reasons that may have impacted final activities; especially but not limited to travel, expense and creative transmissions. In his/her role, the Administrative Assistant interfaces significantly with finance department and needs to maintain accurate information and details regarding, but not limited to, expenses and office purchases.
- Strong Interpersonal Skills. In order to effectively communicate with both internal and external audiences, the Administrative Assistant has to have strong interpersonal and communication skills. Because of the level of interaction with others, the Administrative Assistant is a regular representative of the Legal department and needs to present and reflect the values of the organization. The ability to clearly articulate his/her work status is fundamental to success.
- Performance Under Pressure. The Administrative Assistant on a regular basis will deal with many individuals often under time constraints and pressures. Given this likely scenario, the
assistant should be an easy-going individual who can work well under pressure and with individuals of varying personalities.
The candidate must have the following credentials:
- Track record of success and recognition in effectively carrying out administrative function.
- Juggle multiple tasks, prioritize workload independently, and work autonomously within scope of job responsibilities.
- Strong interpersonal skills with an ability to build effective relationships.
- Ability to work effectively in team environment.
- Ability to multitask and effectively function in an ever-changing business environment.
- Self-motivated individual who knows where to go to find answers to questions.
- Strong verbal and written skills to effectively handle business correspondence and communications.
- Represent Sony Pictures Entertainment and your execs in a professional manner to internal and external contacts.
- Bilingual (Spanish/English) with exceptional high proficiency in both oral and written. Preference for professional ability to translate communications and/or documents (English to Spanish as well Spanish to English). Portuguese a plus.
- Impeccable attention to detail and organizational/project management skills.
- The ideal candidate will be having a strong working knowledge of office management software applications (Microsoft Office Suite) and have the ability to master new software applications to support the position. (i.e., Ariba, Concur Expense Systems, SharePoint, CRM Tools, AI Platform Travel requisition/Authorization System, SAP, Video conferencing; comfortable adopting new technology).
- Positive, team-oriented attitude with enthusiasm for building relationships across departments and with external partners.
- Demonstrated ability to manage multiple priorities and remain composed under pressure.
- High level of integrity and discretion in handling confidential information. Always handle sensitive information with professionalism and discretion.
Experience : 3+ years of administrative experience, preferably within a Fortune 500 company, 1+ year of experience within the entertainment industry is desired but not required
Education: Associate degree.
#LI-DA1
Sony Pictures Entertainment is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, age, sexual orientation, gender identity, or other protected characteristics. To request an accommodation for purposes of participating in the hiring process, you may contact us at