Scaroni Family of Companies Hiring for Executive Administrative Assistant Job at Heber, CA Full Time

Reports to: Chief Operating Officer Department: Executive Administration

FLSA Status: Non-Exempt Hourly (Depending on Experience)

RESPONSIBILITIES:

Responsibilities include screening calls; managing calendars; making travel arrangements, meeting and event planning; preparing reports; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Must be able to multitask; be self sufficient and work in a fast paced environment, sensitivity to confidential matters is required.

JOB DUTIES:

• Manage and maintain executives’ schedules.
• Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
• Planning and scheduling meetings and appointments.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Attend meetings to record minutes.
• Compile, transcribe, and distribute minutes of meetings.
• Greet visitors and determine whether they should be given access to specific individuals.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• File and retrieve corporate documents, records, and reports.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Make travel arrangements for executives and guest arrangements.
• Prepare responses to correspondence containing routine inquiries.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons and meetings.
• Providing quality customer service.
• Ability to translate verbally and in writing between English and Spanish
• Good listening and communication skills
• Expected to follow and understand instruction from executive management
• Relate messages or instructions to others based from executive management
• Must have people/interpersonal skills, will be the first line of communication between clients, employees and executive management.
• Must be have excellent organizational skills
• Computer skills: writing emails, transcribing notes, faxing, copying, document translations and creating spreadsheets or printing documents.

JOB QUALIFICATIONS:

• Accountability – Ability to accept responsibility and account for his/her actions.
• Accuracy – Ability to perform work accurately and thoroughly.
• Analytical Skills – Ability to use thinking and reasoning to solve a problem.
• Communication, Oral – Ability to communicate effectively with others using the spoken word.
• Communication, Written – Ability to communicate in writing clearly and concisely.
• Detail Oriented – Ability to pay attention to the minute details of a project or task.
• Ethical – Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Honesty / Integrity – Ability to be truthful and be seen as credible in the workplace.
• Problem Solving – Ability to find a solution for or to deal proactively with work-related problems.
• Reliability – The trait of being dependable and trustworthy.
• Working Under Pressure – Ability to complete assigned tasks under stressful situations.
• Professionalism – Ability to look and act appropriately in a professional office environment.
• Confidentiality – Ability to keep sensitive information confidential

OTHER REQUIREMENTS:

• Associate or Bachelor’s degree or 5 years experience in an administrative roll
• Valid insurable driver’s license (to drive company vehicle).
• Must be Bilingual/Fluent in Spanish

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Types: Full-time, Contract

IMPORTANT: We are experiencing a high percentage of our responses to your application ending up in spam / junk folders as your email provider may recognize these emails as spam / junk. Please watch for these emails and adjust your spam filter accordingly. Also please provide your cell phone number on your resume and we will send you a confirmation text when we communicate with you via email.

Job Type: Full-time

Pay: $18.00 – $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Heber, CA 92249: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administration: 5 years (Required)

Work Location: One location