Administrative Assistant (Bilingual)

"Long-term employment with opportunities for growth.

We offer excellent benefits including:

401(K) Retirement Saving Plan w/ Employer Match

Low-Cost Health, Dental & Vision insurance (Starting DAY ONE)

Tuition & Certification Reimbursement

Paid Time Off – (15 Days; prorated before 1st year)

Parental Leave

Paid holidays

POSITION SUMMARY:

This position is responsible for supporting executive management in the performance of administrative functions. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GEOGRAPHIC REGION:

Please note applications out of the geographic region for position applied will not be considered.

QUALIFICATIONS:

Required

One (1) year minimum experience working as an Administrative Assistant in a corporate office environment.

Proven record of sound judgment and ability to analyze travel plan options and submit proposal to management.

Bilingual (English/Spanish). Thorough knowledge of business English and Spanish, including proper spelling and punctuation.

Experience directly supporting management with meeting scheduling, travel arrangement, redaction/Proofreading of correspondence/documents, and receiving in person visits.

Intermediate skills in programs such as MS Word, Excel and Outlook.

Ability to meet and deal effectively with customers, executives and the general public.

Well-developed interpersonal skills.

Ability to communicate (read and write) effectively in a business environment.

Ability to handle multiple phone lines.

Strong time management and organizational skills.

Skill in composition and preparation of correspondence, reports, minutes and other written materials with accuracy and reasonable speed.

Thorough knowledge of offices practices, procedures and proper usage of office equipment.

High School diploma or equivalent

Ability to perform and prioritize a variety of administrative assignments with minimal supervision.

Ability to follow procedures and instructions.

Ability to work extended hours, holidays, and weekends as needed.

DUTIES AND RESPONSIBILITIES:

Primary

Coordinate travel arrangements for in-house, domestic, and out-port personnel and some business associates upon request.

Maintains management’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

Prepares and maintains senior management expense reports and time sheets, including corporate credit card expenses.

Translate correspondences sent from outport office in Latin America. Spanish to English.

Answers all incoming telephone calls for senior management and directs them as necessary, including calls from outport offices and countries of services in Latin America and the Caribbean.

Request and distribute operations and market reports by liaising with respective department heads.

Type and review letters and memoranda with the supervisor’s guidance. Proofreads documents for grammar edits, obtains necessary signatures and routes appropriately.

Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

Maintains customer confidence and protects operations by keeping information confidential.

Coordinate conference room reservations, and arrange catering as needed.

Assist in the renewal of contract, permits and licenses related to travel accommodations and facilities.

Secondary

Prepares reports by collecting and analyzing information and by obtaining information from a variety of sources.

Assists the Human Resources Department on special projects.

Orders office supplies when needed, and updates contact directories.

Additional duties as needed.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to sit and use his/her fingers.

The employee frequently is required to talk and/or hear.

The employee is continuously required to sit.

The employee is occasionally required to stand and walk.

The employee must occasionally lift and/or move up to 10 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

SAFETY REQUIREMENTS:

Report safety hazards

Immediately report incidents involving injury, illness, or property damage

Wear protective PPE (Personal Protective Equipment) as instructed or necessary

Comply with all company safety policies, procedures, and rules

Refuse any unsafe task or operation

Participate in safety meetings and training

Be constantly aware of their personal safety and that of their coworkers

SUPERVISION RECEIVED AND EXERCISED:

Reports directly to Executive Management, and indirectly to Human Resources Director. Does not exercise supervision over any position.

CONDITIONS:

Indoors office, controlled temperature environment.

The noise level in the work environment is usually busy due to open areas and telephones.

DISCLAIMER:

We are an Equal Opportunity Employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

If an applicant with a disability is unable or limited in their ability to use or access our online application center as a result of their disability, they can request reasonable accommodations by sending an email to accommodations@seaboardmarine.com

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change"

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