Administrative Assistant

Discovery Land Company; Lluchmayor; Presencial; EUR 25.000 - 32.000; Jornada completa

Descripción de la vacante

Baker’s Bay Golf & Ocean Club is seeking an Administrative Assistant for the Executive Office Department. The role provides administrative support to ensure efficient operation of the Mediclinic, handling information management, data handling, organization, and communication with confidentiality.

Responsibilities include scheduling, filing, data entry, expense processing, travel arrangements, and preparing reports and presentations for executives.

Formación

• AI knowledge and Claude experience preferred.
• Proven administrative assistant experience.
• Knowledge of office management systems and procedures.
• Excellent time management and multi-tasking abilities.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Professional image and appearance.
• MS Office proficiency.
• 3–5 years of experience in the field.
• High school diploma; college degree preferred.
• Strong organization and time management.
• Excellent attention to detail.
• Independent work and discretion.

Responsabilidades

• Answer and direct phone calls promptly.
• Schedule appointments and meetings.
• Perform routine administrative duties (filing, typing, copying, scanning).
• Data entry and handling sensitive information confidentially.
• Maintain contact lists and filing systems (electronic and physical).
• Prepare memos, letters, faxes, and forms; assist with reports.
• Book travel arrangements and manage calendars.
• Process expense reports and invoices.
• Support members, staff, and visitors with professional communication.
• Take minutes and develop presentations.
• Coordinate office procedures and respond to inquiries.
• Improve administrative systems for efficiency.
• Maintain equipment and supplies inventories.

Conocimientos

AI knowledge

Administrative experience

Office management

Time management

Attention to detail

Communication skills

Organizational skills

MS Office

Calendar management

Independence

Discretion

Cross-functional collaboration

Tech-savvy

Independent work

Educación

High school diploma; college degree preferred

Herramientas

MS Office Suite

Outlook

Word

Excel

PowerPoint

Teams

Descripción del empleo

Baker’s Bay Golf & Ocean Club is seeking an Administrative Assistant for the Executive Office Department.

The Administrative Assistant provides administrative support to ensure the efficient operation of the Mediclinic. Supports the operation through a variety of tasks related to information management, data management, organization, and communication. Responsible for confidential and time-sensitive material. Implements and utilizes a variety of administrative concepts, practices, and procedures. Completes all duties accurately, with high quality and in a timely manner.

Responsibilities:

• Answers and directs phone calls promptly
• Organizes and schedules appointments and meetings
• Completes administrative duties such as filing, typing, copying, binding, scanning, etc.
• Completes data entry
• Handles sensitive information in a confidential manner
• Maintains contact lists
• Produces and distributes correspondence memos, letters, [faxes], and forms
• Assists in the preparation of regularly scheduled reports
• Develops and maintains an electronic and manual filing system
• Books travel arrangements
• Submits and reconciles expense reports and prepares and processes invoices
• Provides service and general support to members, staff and visitors to the Clinic
• Greets and assists visitors to the office
• Provide polite and professional communication
• Research and create presentations
• Takes accurate minutes of meetings
• Coordinates office procedures
• Replies to email, telephone, or face-to-face inquiries
• Develop and updates administrative systems to make them more efficient
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain up-to-date employee holiday records
• Implement clerical duties and administrative processes

Qualification & Skills Required:

• AI knowledgeable, ideally experience with Claude
• Proven administrative assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Presents a professional image and appearance
• Proficiency in MS Office
• 3-5 years of experience in the field or in a related area
• High school diploma; college degree preferred
• Strong organization and time management
• Excellent attention to detail
• Exceptional follow-through and task tracking
• Strong written communication and proofreading
• Proficiency in Outlook, Word, Excel, PowerPoint and Teams
• Ability to manage calendars, meetings, travel and logistics
• Comfortable compiling data and maintaining trackers/reports
• Strong file and document management skills
• Proactive, resourceful and able to work independently
• Professional judgment, discretion and confidentiality
• Comfortable working with executives and multiple departments
• Tech-savvy and able to learn new systems quickly
• Ability to work independently.