What are the responsibilities and job description for the Office Assistant position at Hallmark S.A?
About the Company:
Our LATAM-based company, a leader in importing high-quality animal nutritious products, is expanding its operations to the United States. We seek an experienced and dedicated Executive Assistant to join our West Palm Beach, Florida team. This role will play a critical part in ensuring the smooth functioning of our U.S. office and supporting the CEO.
Job Description:
As the Executive Assistant, you will be responsible for a wide range of administrative and operational tasks crucial to the success of our newly established U.S. office. You will work closely with the CEO and other team members to help build and streamline our operations in the United States. The ideal candidate will possess excellent organizational skills, strong attention to detail, and the ability to handle a variety of responsibilities.
Key Responsibilities:
1. Banking and Financial Management:
- Manage company accounts and financial transactions.
- Monitor and reconcile bank statements.
- Assist in preparing financial reports and budgets.
2. Document Management:
- Organize and maintain company documents, files, and records.
- Ensure proper filing and documentation of important business material
3. Contract Review:
- Assist in reviewing contracts, agreements, and legal documents.
- Coordinate contract execution and recordkeeping.
4. CEO Support:
- Provide high-level administrative support to the CEO.
- Manage the CEO's schedule, appointments, and travel arrangements.
5. Travel and Accommodation:
- Book flights, hotels, and transportation for company employees.
- Ensure efficient travel logistics for business trips.
6. Office Implementation:
- Assist in setting up and organizing the new office space.
- Order and maintain office supplies and equipment.
7. Administrative Procedures:
- Implement and streamline administrative procedures for the U.S. office.
- Ensure compliance with company policies and protocols.
8. Legal and Logistic Support:
- Collaborate with legal and logistics teams as needed.
- Assist in coordinating legal and regulatory compliance.
Qualifications:
- Minimum of 3 years of experience as an Executive Assistant or in a similar administrative role.
- Strong organizational skills and attention to detail.
- Proficiency in English with excellent written and verbal communication skills.
- Knowledge of administrative procedures and best practices.
- Familiarity with legal and logistic processes is a plus.
- Ability to handle sensitive and confidential information with discretion.
- Proven ability to multitask and work effectively in a fast-paced environment.
- Excellent spelling, grammar, and punctuation skills (strong orthography).
Job Type: Full-time
Salary: Up to $70,000.00 per year
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Vision insurance
Schedule:
- 8 hour shift
Work Location: In person
Salary : $70,000