Administrative Assistant - Spanish Speaker Required at AGI Ground Inc — Phoenix, AZ

Job Description

Job Description

The Administrative Assistant provides essential support to ensure the smooth operation of the office and team. This role involves handling a variety of administrative tasks, including scheduling, document preparation, communication management, and record-keeping. The ideal candidate is organized, detail-oriented, and proactive, with excellent time management and communication skills.

Job Responsibilities:

• Administrative Support:
• Perform general clerical duties, including data entry, filing, copying, and scanning.
• Manage calendars, schedule meetings, and coordinate appointments for staff and leadership.
• Prepare and edit documents, reports, presentations, and correspondence.
• Order office supplies and maintain inventory, ensuring the office remains organized and well-stocked.
• Communication Management:
• Answer and direct phone calls, take messages, and respond to emails in a professional manner.
• Serve as the primary point of contact for internal and external inquiries.
• Greeting and assisting visitors, ensuring a positive and professional experience.
• Meeting and Event Coordination:
• Assist in organizing meetings, including preparing agendas, coordinating materials, and taking minutes.
• Help plan and execute company events, workshops, and team activities.
• Record Keeping:
• Maintain organized records of office files, documents, and other important information.
• Ensure data accuracy and confidentiality when handling sensitive materials.
• Support the creation and maintenance of databases, spreadsheets, and tracking systems.
• General Office Operations:
• Coordinate office maintenance needs, liaising with vendors and service providers as required.
• Assist with travel arrangements, including booking flights, hotels, and transportation.
• Compliance and Training
• Complete paperwork and forms connected with work assignments pertaining to procedures and enter data into company's information system as required including international cargo documents handling and freight transfer manifest preparation.
• Follow company procedures and protocols to ensure we are always operating in a safe and responsible manner.
• Complete all training when required by company, airport governing authority, or customer when required.
• Be on time, be prepared, and be safe. Be willing to work flexible hours, including nights, weekends, and holidays.

Qualifications

• Education: Must be at least 18 years old and possess an associate degree or equivalent from a two-year college or technical school; alternatively, two years of related experience and/or training.
• Communication Skills: Demonstrated strong communication skills to interact professionally with team members and customers.
• Legal Compliance: Maintain knowledge of legal requirements and government reporting regulations affecting operations functions and ensure policies, procedures, and reporting are in compliance.
• Computer Skills: Proficiency in computer applications, including MS Word, PowerPoint, Excel, and Outlook software.
• Security Clearance: Be able to pass a drug screen and obtain airport security clearance, which includes an extensive employment, criminal record, and residence background check.
• Spanish Speaker are mandatory.

Safety, Security and Compliance:

• Take reasonable care for the health, wellbeing, safety, and security of themselves and of others who may be affected by their actions or omissions while at work.
• Cooperate with their manager / supervisor to allow them to perform or comply with any legal requirements imposed on the company.
• Not intentionally or recklessly interfere with or misuse anything provided by the company in the interests of health, wellbeing, safety, security or welfare reasons.
• Inform their manager / supervisor of any work situation, equipment, or activity that represents a serious or immediate danger to health, wellbeing, safety, and security.
• Report any hazards, near misses, incidents, accidents, or dangerous occurrences to their manager / supervisor, who will then follow the procedures contained in company and carrier Safety and Security procedures.
• Carry out work in accordance with information and training provided and any specific health, wellbeing, safety, and security rules or procedures.
• Fully understand AGI Health & Safety and Security policies.
• Attend training courses as may be required by AGI.

Physical Requirements:

• Sit and/or stand for extended periods of time.
• Must occasionally lift and/or move up to 25 pounds.
• Must be able to use close vision and ability to adjust focus.

Schedule

Benefits