HYBRID Administrative Assistant (Portuguese/English)

HYBRID Administrative Assistant (Portuguese/English)

Job Description

The Administrative Assistant is responsible for supporting the Executive Director and team in carrying out daily activities of a small, tight-knit office of the most-active bi-national chamber of commerce in Florida. The Administrative Assistant will be responsible for preparing materials for meetings and events. Good communication skills are needed, as this position will be dealing with members and vendors on a daily basis. Must be able to multitask and work in a fast-paced environment. 
 
RESPONSIBILITIES:

• Answer phone calls and check messages;
• Keep stock of all office supplies;
• Keep Membership and Sponsorship information packages up-to-date;
• Print out membership and promotional packages;
• Schedule and coordinate meetings, events and other similar activities;
• Create membership invoices monthly. Send out reminder letters, emails and calls;
• Create membership renewal/new member packages monthly;
• Create membership reports for monthly Board of Directors Meetings;
• Keep membership database up-to-date;
• Assist in preparing for events, either at office or event location;
• Help set up events and work at the registration table.  May involve after-hours and/or weekend work.

 
EXPERIENCE & SKILLS:

• Excellent written and verbal skills;
• Demonstrated proficiency in Outlook, Word, Excel and PowerPoint;
• Must be well-organized with a keen eye for detail;
• Exhibit initiative in improving processes or taking on tasks;
• Team-player, must be able to get along with others in a small office;
• Able to organize and prioritize day-to-day activities;
• Able to juggle multiple projects under tight and shifting time pressures;
• Flexibility in accepting varying work assignments;
• Able to take verbal direction quickly and accurately;
• Resourceful and energetic personality;
• College degree is a plus;
• Prior administrative experience is a plus.

LANGUAGE REQUIREMENTS: bilingual English-Portuguese.
OTHER REQUIREMENTS: flexibility to work extended hours during events, when needed.

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