Bilingual Administrative Assistant - English/Spanish

This position is for ATEC Logistics, LLC, a subsidiary of Armada. Founded in 1989 and based in Maitland, Florida, ATEC (www.atecsystems.com) is a logistics provider with expertise in the areas of global ocean shipping, export documentation, and order management services. 

SUMMARY

The primary responsibility for this position is to provide administrative, analytical, and business support to the Chief Operating Officer at ATEC and maintain effective communication and coordination across teams and functions. You proactively assist the COO and other functional leaders to facilitate the needs of a project, schedule meetings, coordinate team members, and otherwise plan or manage tasks in a way that minimizes the amount of time the COO spends on these tasks. In addition to being organized and analytical, you possess the strong business judgment and communication skills needed to interact with a variety of people and job functions.

RESPONSIBILITIES

• Maintain appointment calendars and schedule meetings for the COO  including arranging for conference rooms/calls, videoconferences, and meeting materials and/or supplies. Includes managing the overall calendar for the COO. May include periodic off site support in conducting meetings/events.
• Expense and travel management for COO.
• Develop productive relationships and communicate effectively with ATEC personnel, client personnel, third party venues, etc., to plan and execute in and out of office ATEC and client related functions and logistics.
• Manage and maintain all pertinent contact information for ATEC, clients, targets, suppliers, 3^rd parties, etc.

• Appropriate handling of confidential information to ATEC and our prospects/clients

• Manage professionally any confidential projects assigned by COO.
• Solicit and execute support requests from the COO.
• Organize, business development content, proposals, presentations, etc. Ensure comprehensive organization and continuity of pertinent ATEC internal and external content.
• Assist with the preparation of client proposals, including coordinating copies, binding, mailing.
• Other duties as assigned.

Education and Experience Requirements

Minimum:

• 1-3 years in an administrative support position.
• Relevant work experience. A bachelor’s degree is preferred.

Language and Technical Skills Requirements

• Experience supporting executive-level management in a corporate environment and managing small-scale projects and events from pre-planning to execution.
• Administrative experience working on core administrative tasks (e.g., travel management, expense reports, calendar management, facilities coordination, etc.).
• Excellent verbal communication and people skills; able to effectively communicate ideas, problems, and solutions.
• Ability to communicate fluently in English and Spanish in order to interact effectively with internal and external stakeholders.
• Ability to communicate and collaborate with a diverse range of people and job functions and build and maintain relationships.
• Strong MS Office (Word, Excel, PowerPoint) and Outlook skills
• Excellent analytical and critical thinking skills
• Excellent organization, listening, and written communication skills
• Effective time management and scheduling skills

• Exceptional written and verbal communication skills in both English and Spanish

Physical Demands and Work Environment

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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Work is usually performed in an office environment with normal noise levels. Involves prolonged sitting, and computer usage.

Disclaimer

This job description is not intended, and should not be construed to be, an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended, however, to be an accurate reflection of those principal job elements essential for making decisions related to job performance, employee development and compensation. As such, the incumbent may perform other duties and responsibilities as required. Its contents imply no contractual obligation and may be changed by the company at any time.