Bilingual Administrative Assistant

Responsibilities

• Respond to inquiries and provide information requiring thorough knowledge of all areas reporting to executive and their business.
• Independently resolves routine and most non-routine questions and problems and the ability to work with ambiguity.
• Composes non-routine or complex correspondence to respond to requests, explain information, or provide factual information
• Provides backup support for other administrative staff
• Participates as a collaborative member of the administrative support team and contributes to a positive team culture as well as best practices sharing.
• Manages executive's calendar to ensure all scheduled meetings are met, including a smooth transition between appointments; makes judgement calls on calendar prioritization
• Creates agendas and prepares meeting materials
• Organizes recurring staff meetings (on and off site), prepares agendas, arranges meeting facilities, and coordinates logistics
• Completes special projects requiring moderately complex research and analysis
• Resolves administrative issues by coordinating preparation of reports, analyzing data, and identifying solutions
• Identifies and implements process improvements within the administrative function
• Prepares high-quality, professional presentations utilizing Microsoft PowerPoint
• Takes initiative to foresee challenges and actively seeks/provides effective solutions
• Ensures timely preparation, processing, and auditing of vendor invoices and complex expense reports
• Plans and assists with conference room reservations, confirming IT needs, conferencing, catering, etc.
• Coordinates efficient and cost-effective travel arrangements (domestic and international), including flights, ground transportation, hotel accommodations, Visa requirements, and security procedures
• Sorts and routes incoming tax and administrative mail to the appropriate person or team for action
• Supports US unclaimed property and escheatment processes by gathering documentation, tracking requests, and assisting with reporting and recovery activities
• Tracks vendor invoices and follows up on approvals, processing status, and exception resolution

Requirements

• High School Diploma - Techincal Schoolar or related with the field.
• Bilingual English-Spanish (used to have communication with non-Spanish stakeholders)
• Solid experience handling agenda, business meetings and events organization
• Requires 3+ years' experience supporting multiple executives.
• Must be proficient/expert in MS Word, Excel, PowerPoint and Outlook
• Ability to pull reports from various systems, consolidate and provide insight on data
• Professional executive presence and demeanor with the ability to be assertive while tactful
• Ability to prioritize and manage multiple tasks simultaneously and under pressure
• Ability to handle highly sensitive and confidential information.
• Must have excellent prioritizing and time-management skills
• Ability to collaborate with leaders and other administrative professionals across the organization.
• Flexibility for occasional overtime and addressing after-hours calls
• Must be able to take initiative and demonstrate sound decision-making with minimal supervision.

Benefits

Additional Information

Role Summary: This position will execute projects and administrative responsibilities for Flowserve's Leadership Team. The incumbent will perform specialized and general administrative duties and work in collaboration with fellow administrative support professionals. The incumbent is expected to consistently demonstrate a professional demeanor, respond effectively, even under pressure, and be service oriented, actively seeking ways to help peers and leaders.

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Company Intel

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