Executive Assistant Position Available In Broward, Florida

Description Responsible for the daily maintenance of all incoming calls to the main switchboard. Maintains and coordinates the daily functions and secretarial support across the entire office. Ensures the correct functioning of facilities, office and/or business support services.

• Maintains office supplies inventory and orders supplies as needed in accordance with set supplies budgets.
• Maintains office attendance records and compiles and distributes weekly itinerary.
• Responsible for facilities maintenance guaranteeing proper working conditions.
• Maintains IT items supplies to guarantee work conditions for employees at the office .
• Responsible as administrator on the BCD Travel platform to assist staff with travel arrangements.
• Notarizes letters and documents for office staff; sends documents to consulates for legalization and/or Department of State to issue apostille.
• Responsible for annual renewal of business licenses and certificates
• Responsible for maintaining records retention database, purging all documents no longer within filing period and ensuring all departments are educated on proper way of storing and filing all types of records.
• Reconciles purchasing credit card account monthly.
• Sends monthly corporate credit card statements to the Mexico staff and once received send expense reports to FDL to process payment.
• Supports the unit’s HR Business Partner onboarding of new employees and other HR-related tasks when is necessary.
• Collect incoming mail from the mail kiosk every morning and distribute mail accordingly.
• Provide administrative support in day-to-day office operations.
• Provide secretarial/administrative support as needed to the other departments on selected administrative tasks
• Take care of all outgoing office mail related to communications using appropriate carriers
• Contact service providers as needed
• Scan all closed files along with their corresponding Acceptance of Responsibility letter into the Export Documentation Database and enter data into the Integration Point Export Doc system
• Create labels for completed order files; files RTL letters into binder and sends a copy by email to the freight

Horus:

Monday-Friday 8am-5pm Skills & Qualifications

• Bachelor’s degree or equivalent college-level studies.
• Minimum 3-8 years’ experience on administrative and/ or secretarial activities
• Must be bilingual, English-Spanish.