Marketing Administrative Assistant (Bilingual) - Floater

About the role

This position provides administrative support to the Marketing department and various other departments within Seaboard Marine. The role involves supporting with administrative duties, data entry, and document preparation.

Responsibilities

• Supports the Marketing department with various administrative duties as assigned.
• Provides general administrative support to different departments as needed.
• Assists with routine office tasks, data entry, filing, and document preparation to ensure smooth departmental operations.
• Offers flexible support for special projects or events across different teams.
• Adapts to changing priorities and supports areas experiencing high workload or staffing gaps.
• Works in several departments during high season assisting with various administrative duties, as assigned.
• Answers incoming telephone calls and directs them as necessary.
• Delivers messages as necessary.
• Receives and screens all office visitors.
• Scans documents, produces photocopies, and manages correspondence (such as email, postal mail, electronic documents, etc.).
• Prepares reports requested by management, where information may be obtained from a variety of sources.
• Type letters and memoranda with management's guidance.
• Proofreads documents for grammar edits, obtain necessary signatures, and route appropriately.
• Submits service calls for office machines and building problems that need repair.
• Follows up to ensure issues are addressed in a timely manner.
• Performs additional duties as assigned.

Qualifications

• At least three (3) months of recent administrative work experience.
• Intermediate verbal and written communication skills in English and Spanish, with the ability to communicate effectively in a business environment.
• Thorough knowledge of business English and Spanish, including proper spelling and punctuation.
• Intermediate computer skills in programs such as MS Word, Outlook, and PowerPoint, with a basic-intermediate level in Excel.
• A high school diploma or equivalent.
• Well-developed interpersonal skills with the ability to interact effectively, with a positive demeanor and high energy, with customers, business associates from Latin America, executives, and the general public.
• Strong time management and organizational skills.
• Strong attention to detail and accuracy in preparing documents, reports, and correspondence.
• Thorough knowledge of office practices, procedures, and proper usage of office equipment.
• Skilled in composition and preparation of correspondence, reports, minutes, and other written materials with accuracy and reasonable speed.
• Ability to handle multiple assignments, meet deadlines, and adapt to changing priorities in a fast-paced environment, with minimal supervision.
• Ability to handle sensitive or confidential information with discretion and professionalism.
• Ability to follow procedures and instructions.
• Ability to report to work onsite and on time on a consistent basis.
• Ability to work additional hours as needed.

Preferred Qualifications

• Previous experience providing administrative support in a marketing, communications, or related business environment.
• Experience assisting with marketing campaigns, events, promotional materials, or vendor coordination.
• Familiarity with social media platforms and basic marketing terminology.

Physical Requirements

• Sit.
• Use fingers.
• Talk and/or hear.
• Sit continuously.
• Occasionally stand and walk.
• Lift and/or move up to 10 pounds.

Conditions

• Indoors office, controlled temperature environment.
• The noise level in the work environment is usually busy due to open areas and telephones.