Job Description

Position: Admin Assistant

Number of hours: 20 hours/week
Schedule: EST

Tasks required:

• Manage, organize, and respond to email correspondence.

• Serve as the primary resource and support for the owner/CEO.

• Manage and coordinate the owner/CEO’s calendar, appointments, and scheduling needs.

• Perform data entry and maintain organized records.

• Input, organize, and manage documents.

• Communicate with suppliers via email in a professional manner.

• Occasionally make phone calls to suppliers for follow-ups and inquiries.

• Request and manage data from suppliers, ensuring accuracy and completeness.

• Draft, review, and edit correspondence as needed, ensuring professionalism and accuracy.

• Compile and organize data in Excel from raw sources.

• Pre-read and edit documents, including letters and emails, ensuring accuracy and professionalism.

• Assist with travel planning, including researching options, booking, and managing itineraries.

• Perform general administrative tasks including data entry, preparing reports, and maintaining documentation.

• Assist in crafting clear and concise communications, including emails, announcements and reports

• Perform other duties as needed

Requirements

• Previous experience in an administrative or virtual assistant role.

• Advanced proficiency in both Spanish and English (written and spoken).

• Must be available for occasional Zoom video calls with the CEO/Manager.

• Ability to work in the EST (Miami) time zone.

• Strong organizational skills with the ability to manage multiple tasks efficiently.

• Proficiency in Microsoft Excel, email platforms, and general document editing tools.

• Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Trello, etc.)

• Reliable internet connection and ability to make WiFi calls.

• High attention to detail and accuracy.

• Previous experience in administrative support is preferred.

• Knowledge of online calendars and scheduling (e.g. Google Calendar)

• Excellent phone, email and instant messaging communication skills

• Clear and concise communicator with effective English verbal and written communication skills

• Experience with basic social media management

• Strong analytical, and problem-solving skills

• Highly organized and detail-oriented; able to efficiently prioritize multiple tasks