Lm203: Administrative Assistant, Md (Xico)

The incumbent provides an advanced level of administrative support for the Managing Director to ensure the most effective utilization of time and effort.

Responsibilities

• Establishes, maintains and organizes schedules to maximize time efficiency; tracks and monitors projects from request through final completion.
• Prioritizes incoming information for review.
• Screens calls and visitors to determine the most appropriate response to request or responds to request.
• Maintains diary and suspense files.
• Coordinates arrangements for staff meetings, business, seminars, etc.
• Prepares correspondence or documents from dictation or hard copy, composes correspondence for routine items without general direction; maintains files.
• Reviews and produces a variety of daily, weekly and monthly reports for accuracy and consistency, advising Director of unusual activity or discrepancies.
• Assists in researching information and in the preparation of management reports.

Qualifications

• High School Degree/Equivalent.
• Five years of business related experience, including three years as a Secretary for a high-level manager or director.
• Proficiency with word processing and/or personal computers; excellent spelling and grammar skills.
• Proven bilingual ability (English and Spanish or Portuguese); excellent communication skills.
• Ability to exercise tact, diplomacy, discretion, and judgment in contact with high level individuals and in dealing with sensitive and highly confidential information.