Administrative Assistant - Latin

FUNCTIONS OF THE JOB

• Manages the Vice President’s complex calendar, coordinates meetings, travel, and departmental schedules.
• Prepares and maintains spreadsheets tracking costs for sponsored events.
• Provides departmental support by responding to affiliate inquiries received through the general inbox.
• Affords assistance to the Vice President with tasks related to the Annual Latin Awards dinner.
• Affords support to the department with events and conferences by securing venues and catering, issuing invitations, coordinating speakers, and managing event budgets.
• Creates and prepares confidential correspondence, reports, and other complex documents.
• Creates and maintains databases and spreadsheet files.
• Manages departmental supplies.
• Prepares and processes expense reports for the Vice President.
• Maintains regular attendance and punctuality.
• Performs other duties as assigned.
• Proof and translate documents in English and Spanish.

POSITION QUALIFICATION REQUIREMENTS

• Education: Bachelor’s Degree or equivalent preferred
• Experience: Minimum 2 years administrative experience
• Skills and Abilities: Proficient in Microsoft Excel, Word, Outlook, Teams, Zoom, Canva, and ChatGPT, as well as similar tools.
• Bilingual in English and Spanish.
• Experienced in maintaining database systems, generating reports, and working with word processing and spreadsheet applications.
• Demonstrates the highest level of confidentiality and discretion.
• Builds constructive, informative relationships with employees, management, and vendors.
• Interacts professionally with diverse employee populations and all levels of staff and leadership.
• Works independently with sound judgment.
• Maintains strong attention to detail.
• Effectively prioritizes multiple assignments to meet deadlines.
• Possesses strong typing and proofreading skills.