Administrative Assistant

Job Description

Allied seeks a Bilingual Administrative Assistant (English/Spanish) for its McGregor, Texas headquarters. This position is for an individual who has strong organizational skills, excellent welcome center/reception hospitality, and the ability to manage multiple administrative priorities with professionalism. This position directly supports our McGregor facility, the HR/Administration, the local EVP, and liaisons with other Allied campuses. Applicants with a  great attitude, strong interpersonal skills and a zest for excellence and growth will thrive in this role. 

Allied Culture

At Allied, we believe great service matters from the start and finish of everything we do.  Going the distance for our clients begins with taking care of our team members.  They are our most important asset.  We invest in their continuous development, and recognize their contribution to our success.  Great work starts with creating great work environments, promoting collaboration for a team dedicated to creating value worldwide.  The Allied Team is highly resourceful, innovative, and competent with extensive experience.  Our culture is open, accessible, adaptive and flexible, offering work-life balance, and empowering our people, because everyone’s voice matters.  We promote “we” over “me” and solutions oriented creative thinking.  It’s the Allied way.

Responsibilities

Welcome Center (Reception)

• Professionally greet visitors, guests and Allied team members utilizing exemplary hospitality skills.  Monitor visitor entrances remotely when not physically present in the reception areas.  Maintain visitor logs.
• Professionally answer incoming phone calls, providing the necessary  information to callers or connecting callers to appropriate Allied team members.  Able to be client centric and interact well with Allied team members, partners and potential clients.  Incoming call volume can reach 15 per hour.
• Coordinate facility tour scheduling and the completion of related documentation.  Provide information on safety requirements and distribute visitor/guest PPE (personal protective equipment) and tour aids.
• Maintain a welcoming and functioning office environment including associated areas.

Administrative Duties

• Monitor office related supplies for ordering and restocking, including cleaning and paper supplies, printer and plotter supplies, snacks, beverages,  etc.  Works with the Facilities Coordinator on certain purchases.
• Order company related swag (mugs, hats, shirts, bags, bottles, pens, etc.) in coordination with other Allied offices and the marketing department. 
• Maintain a clean, safe and organized work environment, including the lobby and reception areas, the cafe and training area, the upstairs conference rooms, and all public spaces.  Organizes and directs janitorial resources.
• Update company events in calendars and company intranets, and schedule conference rooms for Allied team members.  Inform staff of important information related to the office.  Maintain information TVs and monitors for relevant information and messaging.
• Fulfill shipping and receiving requests for office related matters and collect mail and parcels from area boxes.
• Support in preparing travel arrangements ( including international travel) for Allied team members, partners and clients, utilizing company resources and programs.

Support and Coordination Duties

• Assist office team members with general research, document management, compilation of data, preparation of reports and presentations, and other general office related items.
• Support, coordinate and actively participate in the planning and scheduling of McGregor based special events such as quarterly meetings, workshops, OMT meetings, and PR events, securing any needed resources, materials, equipment and food and beverage.
• Assist in HR related tasks, including onboarding events, company poll tabulations, maintenance of facility data, wellness programs and team development initiatives.
• Provide administrative support to the local EVP including strategy & development items and initiatives, Huddle and Allied University programs, scheduling appointments and events, and creative content support.

Systems and Tools Proficiencies

• Utilize Allied’s CRM system with increasing proficiency to manage information as part of handling phone calls and managing responsibilities.
• Utilize Google and Zoho office applications with increasing proficiency to administrative and support responsibilities.
• Utilize Allied’s travel booking system with increasing proficiency to support travel itineraries.
• Respond to emails and messaging in a timely manner,  and appropriately communicate messages and information to team members in different departments with conciseness and clarity.
• Manage confidential and sensitive information with discretion and integrity.
• Use appropriate professional judgment to keep abreast of any changes, issues, or concerns that may impact daily activities and/or schedules.

Qualifications & Skills

• Bilingual in English/Spanish is required – working proficiency levels 
• Prior experience as a receptionist or office administrative assistant
• First-rate organizational skills and detail-oriented
• Positive, professional demeanor with leadership potential 
• Excellent interpersonal, communication and client service skills within and outside the organization
• Working knowledge of MS Office Applications, Google Suite Applications, and additional related software knowledge
• Strong spelling and grammar acumen
• Strong ability to manage a variety of tasks simultaneously
• Critical thinking, evaluation and analytical skills
• Talent and desire to work with high-pressure situations in fast paced environments
• Ability to work individually and in team environments
• Ability to thrive in a fast paced environment with a strong sense of urgency
• Bachelor’s or Associates degree preferred – minimum high school diploma, certificate from college or technical school and willing to consider extensive experience over education where applicable.

Allied is an equal opportunity employer.  DFWP/EEOE