Executive Assistant (Bilingual - Spanish/English) chez Norton Lilly

General Summary of Job Duties:

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings and coordinating corporate events.  Additional duties include but are not limited to:

• Act as the point of contact among executives, employees, clients, and other external partners
• Screen and direct phone calls and distribute correspondence
• Welcoming visitors and interacting with them
• Managing traditional paper and/or electronic filing systems among the executive group
• Managing videoconferencing, fax communications and office equipment among the executive group
• Manage internal and external communications flow in a timely and accurate manner– memos, emails, presentations, reports, etc. 
• Manage executives’ calendars and set up meetings as needed
• Coordinate travel and accommodation arrangements
• Act as an office manager by keeping the office supply inventory
• Take dictation and minutes and accurately enter data as needed
• Responsible for coordinating corporate lunches, managing corporate employee concessions, and managing corporate conference room(s)
• Assist Human Resources and Marketing divisions with arranging meetings and coordinating various corporate wide events 
• Negotiating with vendors for corporate meetings and events
• Not all aspects of the job are covered by the descriptions; additional assignments assigned as required by the needs of the operational unit, company, or as directed by the executive suite

Requirements:

• High School diploma or equivalent required
• Previous college courses considered a plus

• Two (2) + years of experience as an Executive Assistant, Personal Assistant, Purchasing Agent, or similar role is required.
• Excellent MS Office knowledge, Mastery of Excel and PowerPoint considered a plus
• Outstanding organizational and time management skills
• Familiarity with office machines and applications 
• Excellent verbal and written communications skills
• Discretion and confidentiality a high priority 
• Bilingual in Spanish and English (written and spoken) is required. 
• Willing and able to travel regionally and internationally as required (Passport required) less than 10% of travel
• Requires current Driver’s License with an acceptable Motor Vehicle Record (MVR)
• Must be available to work a flexible schedule based on business needs, including days, occasional nights, occasional weekends, and occasional holidays
• Position may change as the industry and technology evolve

Working Conditions:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

General office setting, typically the employee may sit comfortably to perform the work, usually at a computer terminal – with short breaks or lunch period. At times, there may be periods of extensive walking, lifting, climbing, bending, stooping, reaching above shoulder level, standing, carrying of light items such as papers, books, or packages of up to 25 pounds. Should be able to hear and speak clearly using phone/headset to communicate with customers; be able to navigate, view and enter information into the computer.