ADMINISTRATIVE ASSISTANT -PART-TIME

Caribbean Food Delights, Inc.; Tappan (NY); On-site; USD 42,000 - 70,000; Full time

Job summary

Caribbean Food Delights, Inc. is seeking an executive assistant to support the CEO and COO. The role involves answering calls, greeting visitors, managing calendars, and handling confidential information with discretion.

You will organize meetings, travel, and events, prepare agendas and minutes, and assist with communications on behalf of the executives. The position requires strong multitasking, customer service, and interpersonal skills, with proficiency in Microsoft Office and a

Qualifications

• Basic office skill proficiency.
• Proficient in Microsoft Office Suite or related software.
• Ability to operate standard office equipment (printer, copier, fax, phone system).

Responsibilities

• Answer phones and screen calls for executives; forward important messages.
• Greet visitors and determine their needs; schedule or route to executives.
• Manage CEO/COO calendars and schedules on an ongoing basis.
• Handle confidential information with discretion and diplomacy.
• Maintain electronic and physical filing systems as assigned.
• Coordinate travel, meetings, events and detailed itineraries for executives.
• Prepare meeting agendas and distribute minutes or records.
• Take notes in meetings for executives as directed.
• Run errands and assist with events and office duties.
• Maintain office refreshments and organize conference areas.
• Track tasks for CEOs and follow up to ensure completion.
• Assist with sponsorships and donations and respond promptly to requests.
• Draft correspondence on behalf of the CEO/COO; send emails and letters.
• Assist in event planning and general clerical duties; act as primary contact for executives.

Skills

Multi-tasking

Customer Service

Detail Oriented

Interpersonal

Communication

Tools

Microsoft Office Suite

Job description

Duties And Responsibilities

• Answer phones, screen calls to ascertain the reason for the call, assist the caller and/or pass on important calls to executives; check mailbox daily, to review messages and forward messages to appropriate executive.
• Greet visitors and clients pleasantly and courteously, determine their needs and provide prompt, appropriate assistance; screen visitors to ensure that they have scheduled appointments with executives.
• Manage and maintain CEO and COOs calendar/schedule on an on-going basis.
• Handle sensitive information with strict confidentiality and diplomacy.
• Maintain electronic and physical filing systems, as assigned.
• Coordinate and schedule travel, meetings, events and appointments for executives; build detailed itineraries.
• Prepare agenda and schedules for meetings; record and distribute minutes or other records for meetings.
• Take notes in meetings, when necessary or as directed by executives.
• Run errands, i.e., pick-up food/supplies for company events, meetings, etc.
• Maintain office refreshments and snacks (refilling the coffee stations in the conference rooms); organize and keep areas clean and neat.
• Track daily, weekly and long- term tasks for CEO and COO; ensure tasks are prioritized, delegated and completed; follow-up consistently for resolution.
• Assist the CEO and COO with corporate sponsorships and donations ensuring that all requests receive responses in a timely manner and follow through on the various aspects.
• Make calls and type correspondence on behalf of the CEO and COO; prepare and send out letters and e-mail etc.
• Assist in event planning and preparation, as assigned.
• Act as primary filter for incoming requests, e-mail, meetings, etc.
• Respond to and resolve administrative inquiries and questions.
• Coordinate the maintenance of office equipment and maintain office supplies.
• Assist in the maintenance of inventory of promotional items, i.e., giveaways, posters, brochures, etc., and re-order items in a timely manner, upon the approval of the CEO and COO.
• Schedule and assist with the coordination of tours to the facility.
• Sort and distribute faxes and mail, appropriately for executives.
• Perform other general clerical and administrative duties as requested, which may include recordkeeping, managing petty cash, handling packages, etc., for executives.
• Perform any other related duties for Caribbean Food Delights and/or any of the related companies as assigned and unilaterally determined by Caribbean Food Delights.

Required Skills

• Multi-tasking Handle/manage conflicting or competing priorities and meet deadlines. Effectively respond to pressure or crisis situations.
• Customer Service Approachable, friendly and courteous in responding to inquiries and requests.
• Detail Oriented Thoroughly and accurately completes a task.
• Interpersonal Interact comfortably with individuals of varied backgrounds and organizations.
• Communication Excellent verbal and written skills.

Physical Requirements Of Position With Or Without Reasonable Accommodation

• Frequent sitting walking, bending, reaching, lifting and carrying 10 15 lbs; frequent verbal communication. Frequent and repetitive keyboarding motion. Ability to operate standard office equipment, computer, facsimile machine, photocopier, calculator, multi-line telephone system, etc.

Qualifications/Knowledge Requirements

• Basic office skill proficiency.
• Proficient in Microsoft Office Suite or related software.
• Ability to operate standard office equipment computer, facsimile machine, photocopier, calculator, multi-line telephone system, etc.