ADMINISTRATIVE ASSISTANT -PART-TIME

Responsibilities

• Answer phones, screen calls to ascertain the reason for the call, assist the caller, and/or pass on important calls to executives.
• Check mailbox daily to review and forward messages to the appropriate executive.
• Greet visitors and clients pleasantly and courteously, determine their needs, and provide prompt, appropriate assistance; screen visitors to ensure they have scheduled appointments with executives.
• Manage and maintain the CEO’s 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 agendas 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 or meetings.
• Maintain office refreshments and snacks (e.g., refilling coffee stations in conference rooms); organize and keep areas clean and neat.
• Track daily, weekly, and long-term tasks for the CEO and COO; ensure tasks are prioritized, delegated, and completed; follow up consistently for resolution.
• Assist the CEO and COO with corporate sponsorships and donations, ensuring all requests receive timely responses and follow-through on various aspects.
• Make calls and type correspondence on behalf of the CEO and COO; prepare and send out letters and emails.
• Assist in event planning and preparation, as assigned.
• Act as the primary filter for incoming requests, emails, and meetings.
• Respond to and resolve administrative inquiries and questions.
• Coordinate the maintenance of office equipment and maintain office supplies.
• Assist in the maintenance of inventory of promotional items (e.g., giveaways, posters, brochures) and reorder items in a timely manner upon approval.
• Schedule and assist with the coordination of facility tours.
• Sort and distribute faxes and mail appropriately for executives.
• Perform other general clerical and administrative duties as requested, such as recordkeeping, managing petty cash, handling packages, etc.
• Perform any other related duties for Caribbean Food Delights and/or its related companies as assigned.

Skills

• Multi-tasking: Handle and manage conflicting or competing priorities and meet deadlines.
• Customer Service: Approachable, friendly, and courteous in responding to inquiries and requests.
• Detail Oriented: Thoroughly and accurately complete tasks.
• Interpersonal: Interact comfortably with individuals of varied backgrounds and organizations.
• Communication: Excellent verbal and written skills.

Requirements

• Basic office skill proficiency.
• Proficient in Microsoft Office Suite or related software.
• Ability to operate standard office equipment, including computers, fax machines, photocopiers, calculators, and multi-line telephone systems.

Physical Requirements

• Frequent sitting, walking, bending, reaching, lifting, and carrying (10–15 lbs).
• Frequent verbal communication.
• Frequent and repetitive keyboarding motion.