Administrative Assistant

The Administrative Assistant plays a crucial role in managing incoming calls, directing them to the appropriate individuals or departments, and ensuring effective communication within the organization.

Requirements

• Provide day‐to‐day administrative assistance to the Regional Director
• Arrange and coordinate meetings, including preparing agendas, taking meeting minutes, and organizing in‐office meals when needed
• Generate and format presentations, reports, and other staff materials
• Maintain logs, trackers, and documentation for various business support activities
• Serve as a liaison between Foreship Americas and internal support functions (IT, Procurement, HR, etc.)
• Maintain a clean, organized, and professional office environment
• Order and manage office supplies and inventory
• Manage incoming and outgoing mail and packages
• Greet and assist visitors to the office
• Coordinate with building management on repairs, parking passes, access keys, and other facility needs
• Support travel arrangements for the team, including flights, hotels, and transportation
• Assist with visa applications and documentation for international projects
• Coordinate conference logistics (hotels, venues, registrations, etc.)
• Plan and support internal team events such as the Summer Event and Christmas Party
• Create purchase requisitions and assist with procurement processes
• Support expense report preparation and verification
• Arrange branded workwear and gear for the team
• Assist with onboarding new employees, including preparing materials and coordinating setup
• Provide administrative support to Project Managers on a project‐by‐project basis

Benefits

• Generous Paid Time Off
• 401k Matching
• Retirement Plan
• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance