Job Summary The Administrative Assistant is responsible for providing comprehensive administrative support to ensure the efficient operation of the office. This role involves organizing and scheduling meetings and appointments, managing client and visitor interactions with professionalism, and handling various communication and documentation tasks. The Administrative Assistant Intern will also coordinate travel and accommodation arrangements, manage the access control process, and assist with onboarding new employees. Key Responsibilities: - Organize and Schedule Meetings and Appointments: Plan and arrange meetings and appointments, ensuring all logistics are handled efficiently. - Client and Visitor Interaction: Answer calls and greet clients and visitors with professionalism and proper etiquette. - Communication and Documentation: Produce and distribute general information emails, maintain accurate and up-to-date human resource files, records, and documentation, manage and audit physical file storage. - Travel and Accommodation Arrangements: Book travel and hotel arrangements as needed, arrange client visits, transportation, travel insurance, and employee flights. - Access Control and Onboarding: Manage the access control process, including creating and deactivating access cards, updating codes, supporting existing employees, and assisting with onboarding coordination. - Office Management: Coordinate maintenance and repairs for office equipment, furniture, and facilities, monitor and manage office supplies, orders, and inventory, liaise with external vendors and service providers, ensure compliance with health and safety regulations and emergency procedures. - Event and Fair Support: Provide support at Auxis Peak fairs by quoting, ordering, and delivering products, support monthly communication, point balances, fairs, and catalog activities related to Peak Performance Fairs. - Financial Responsibilities: Manage petty cash processes, create Purchase Orders (POs) for purchases and vendors, manage monthly expense reports, including supplies, IT equipment, and PO inclusion. - Phone and Visitor Management: Receive and manage phone calls, control the access and registration process for visitors, vendors, and employees, ensuring compliance with company policies. - Occupational Health Responsibilities: Manage occupational health vendors and coordinate communication, plan training sessions, meetings, and other related activities. - Additional Administrative Support: Create various letters, support facility administration, manage all maintenance requests. Requirements - English-Spanish Language: Oral and written proficiency of 80% or higher (B2 level in English). - Last Semester for Technical or Bachelor's Degree: Keep in mind this position is for an intern, so the applicant must be in their internship semester. - Strong Knowledge of MS Office Tools: Proficiency in MS Office tools, such as Microsoft Word, Excel, PowerPoint, and Outlook. - Strong Work Ethic, Honesty, and Loyalty: Strong values, honesty, and loyalty with a strong work ethic. - Detail-Oriented: Must be detail-oriented, paying attention to details and making a conscious effort to understand causes rather than just effects. - Analytical Skills: Must possess strong analytical skills. - Organizational, Multi-Tasking, and Prioritizing Skills: Organizational, multi-tasking, and prioritizing skills. - Team Player: Must be a team player and interact effectively with staff at all levels of the company and its operating units. - Confidentiality: Ability to handle confidential material with sensitivity. About Auxis