ADMINISTRATIVE ASSISTANT

JOB TITLE:  ADMINISTRATIVE ASSISTANT                                            

REPORTS TO: Executives

ADMINISTRATIVE ASSISTANT SUMMARY: 

Provide high-level administrative support by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Assisting with responsibilities to enable the Executive to concentrate on strategic priorities. May also train and supervise lower-level clerical staff. 

ADMINISTRATIVE ASSISTANT DUTIES AND RESPONSIBILITIES:

• Manage and maintain executives' schedules
• Make travel arrangements for executives.
• Maintain cleanliness and organization.
• Handle personal errands that allow the executives to focus on professional commitments.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Prepare responses to correspondence containing routine inquiries.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Greet visitors and determine whether they should be given access to specific individuals.
• Oversee daily routines for children, such as school preparations, meal coordination, and activity schedules to ensure the executives' uninterrupted productivity.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Provide clerical support to other departments.
• Attend meetings to record minutes.
• Process payroll information and HR support
• Interpret administrative and operating policies and procedures for employees.
• Set up and oversee administrative policies and procedures for offices or organizations.
• Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
• Compile, transcribe, and distribute minutes of meetings.
• Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Become familiar with all the departments we oversee, including the sales team, purchasing team, warehouse department, IT department, and others as needed. 
• Spend time in each department to gain firsthand knowledge of Auto Fit's processes.
• Complete training in each department, adapt to different approaches, and exhibit both a strong understanding and the capability to perform effectively in each area. 

ADMINISTRATIVE ASSISTANT QUALIFICATIONS: 

• Two-year related experience, or equivalent combination of education and experience.
• High School Diploma/GED equivalent required or higher education(preferred).
• Bilingual, in English, and Spanish.
• 10-key by touch.
• Demonstrated ability to calculate figures and amounts.
• Proficient in QuickBooks, and Microsoft Office.
• ADP Workforce Now
• Acute attention to detail.
• Strong organizational skills. 
• Commitment to excellence and high standards.
• Excellent written and verbal communication skills.
• Ability to understand and follow written and verbal instructions.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.

ADMINISTRATIVE ASSISTANT JOB TYPE:

• Full-time

ADMINISTRATIVE ASSISTANT SCHEDULE:

• Store Hours: Monday-Friday 8 AM-6 PM, Saturday 8 AM-3 PM
• Require working some Saturdays.

ADMINISTRATIVE ASSISTANT  PAY:

• Hourly wage and commission

ADMINISTRATIVE ASSISTANT BENEFITS

• Health insurance
• Vision insurance
• Dental Insurance
• 401k
• Accident Emergency Treatment Benefit
• Sick days, and vacation days