Administrative Assistant

Responsibilities

• Answer phone calls and direct calls to appropriate parties or take messages.
• Greet visitors, determine whether they should be given access to specific individuals, and prepare visitor parking passes.
• Perform general office management duties such as ordering office and kitchen supplies, maintaining filing system, scanning, vendor coordination, maintaining presentable office appearance, outgoing and incoming mail, and miscellaneous errands.
• Plan and coordinate appointments and events.
• Calendar management, schedule/meeting coordination, and travel arrangements for executive staff.
• Make travel arrangements for clients, employees, and prospective employees.
• Create and update reports and spreadsheets.
• Assist Human Resources with Independent Contractor onboarding.
• Assist Accounting with Accounts Payable and Accounts Receivable.
• Produce correspondence, presentations, and briefs.

Competencies

• Knowledge of office procedures.
• Technical capacity – full comprehensive of office management systems and procedures; excellent knowledge of MS Office (MS Word, MS Excel, MS PowerPoint, MS Outlook); and familiarity with online calendars and cloud systems.
• Personal effectiveness/creditability - experience exercising discretion and confidentiality with sensitive company information; attention to detail.
• Time management – exemplary planning and organizational skills with an ability to think proactively and prioritize work with a sense of urgency.
• Communications proficiency – strong communication skills via phone, email, and in-person.
• Collaboration skills – ability to work and problem-solve with others as a team.
• Stress management/composure.
• Flexibility – ability to work modified work schedule.
• Proficiency and command of the English language both written and verbally.

Required Education and Experience

Associates Degree or a minimum of four (4) years’ equivalent experience may be substituted for education requirement.