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Position: Administrator Assistant II

Job Summary: The Administrative Assistant will be responsible for the appearance and presentation of the reception area as well as serving visitors and clients, welcoming and directing them appropriately, notifying company personnel of visitor arrival and maintaining security. In addition, the Administrative Assistant will provide administrative support across all departmental functions and for the coordination of the overall office maintenance of the organization. The Administrative Assistant will work closely with the Administrator and the Top Management on various tasks and special projects as assigned.

Status: Non-Supervisory/Exempt

Essential Responsibilities:

• Manage tasks related to reception and office space, including but not limited to the following:
  • Ensure reception area is covered and, prioritize in greeting and directing visitors appropriately.
  • Maintain the reception area by keeping it clean and presentable by complying with procedures, rules, and regulations.
  • Monitor office conditions (cleanliness, bulbs, key needs, carpet, common printers, etc.) and notify the appropriate personnel.
  • Send communications related to office process compliance (e.g., desks, lunchroom, and common areas) to maintain a positive office environment.
  • Manage and distribute calls, messages, and correspondence, as needed.
  • Support the Administration department with office materials and equipment quotes and recommendations, as needed.
  • Support in-house meetings, including conference room setup, beverage/food from start to finish.
  • Assist with opening and closing the office.
  • Coordinate timely reception area backup with the Administrator for lunchtime or any other out-of-office situation.
  • Work on assigned special projects, as needed.
• Assist the administrator in administrative tasks which include and are not limited to the following:
  • Open the door, make the monthly company purchases, track office supply inventory, and place orders when necessary for designated areas.
  • Coordinate lunch for employee activities and/or meeting.
  • Search for certifications in government agencies, Coordinate office cleaning, fumigation, and office arrangements, Coordinate corporate activities (Christmas Party, Outing, Family Day, Quarterly)
  • Search promotional materials: search for quotes, review articles, make orders, specify requirements / Quotations and management for marketing items such as logos and gimmicks.
  • Make reservations for executives and employees in activities, continuing education, among others, book hotel accommodation for stakeholders.
  • Manage additional copies of office keys for employees.
  • Maintain PTO, vacation, and sick leave records to ensure compliance.
  • Assist in payroll processing to ensure the proper process.
  • Assist in bank reconciliation processes to ensure accurate financial records and transaction verification.
  • Invoice and timesheets recompilation and invoice delivery.
  • Ensure time attendance software compliance (T-sheets)
  • EE Benefits management and compliance. (E.g., 401K, Cobra, Medical Health Insurance)
  • Pick up and send correspondence.
  • Assist Administrator in accounting matters.
  • Renewal of licenses and labels of corporate cars.
  • File properly company documents to ensure compliance process.
• Organize Facilities Documents and Information:
  • Assess options for a new visitor management system and propose a solution to improve digital registration.
  • Organize Facilities Documents by creating a clear and structured folder system.

• Other tasks may be assigned by Administrator and/or Executive team.

Requirements:

• Minimum two (2) years of a bachelor's degree or equivalent in Human Resources, Business Administration, or a related field. with two (2) previews experience in relation field.
• Excellent verbal and written communication skills (English and Spanish) are essential, as this individual needs to be able to objectively coach employees and management through complex, difficult, and sometimes emotional issues.
• Solid understanding of basic governmental regulations and employment law a must, along with the ability to research, analyze, and interpret various types of data.
• Strong organizational skills needed, combined with the ability to prioritize work, and manage projects.
• MS Office (Word, Excel, and PowerPoint)
• Results-driven with the ability to take initiatives and meet deadlines.
• Detail-oriented with excellent organizational skills, able to set priorities, and responsive to customer requests.
• Must be a U.S. citizen.

Physical & Safety Requirements

Primarily sedentary with some walking, standing, and carrying of light objects. Adequately lighted, ventilated, and heated area where normal precautions must be observed.

This role is to operate according to a standard 40-hour work week plus additional and flexible hours as necessary to complete projects on time and deadlines.

Compensation:
Compensation is commensurate with experience level. The Administrative Assistant II position will be an integral part of our team and will have a competitive combination of base salary, Performance Bonus, 401K, Medical Insurance 85% contribution, Sick Leave, and Personal Time Off.

We offer a comprehensive package of benefits including paid time off, health and welfare insurance, and 401(k) to eligible employees. You can find more information on our benefits at: https://www.wovenware.com/careers/#benefits

This position will be posted for a minimum of three business days, and will be posted until a qualified candidate has been identified for hire.

Wovenware, a Maxar company, values diversity in the workplace and is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

MAXAR Technologies values diversity in the workplace and is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.