ADMINISTRATIVE ASSISTANT

Duties and Responsibilities

• Answer phones, screen calls, assist callers, and forward important calls to executives.
• Greet visitors and clients, determine their needs, and provide prompt, appropriate assistance.
• Manage and maintain CEO and COO’s calendar/schedule on an ongoing 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, such as picking up food/supplies for company events, meetings, etc.
• Maintain office refreshments and snacks; 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.
• Aid in corporate sponsorships and donations, ensuring all requests receive timely responses and follow-through.
• Make calls and type correspondence on behalf of the CEO and COO; prepare and send out letters and emails.
• Aid in event planning and preparation, as assigned.
• Act as primary filter for incoming requests, email, meetings, etc.
• Resolve administrative inquiries and questions.
• Coordinate the maintenance of office equipment and maintain office supplies.
• 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/Abilities

• 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: Comfortably interact with individuals of varied backgrounds and organizations.
• Communication: Excellent verbal and written skills.

Physical Requirements

• Frequent sitting, walking, bending, reaching, lifting and carrying 10-15 pounds;
• Frequent verbal communication;
• Frequent and repetitive keyboarding motion.

Qualifications/Requirements

• Microsoft Office Suite Proficient;
• Minimum five years work-related experience in an administrative role;
• Good communication and customer service skills;
• Ability to operate standard office equipment (computer, facsimile machine, photocopier, calculator, multi-line telephone system, etc.).