Administrative Assistant

POSITION SUMMARY

This position is often the first impression of the company. All interactions (in person or via phone) must be professional, friendly, fun and deliver an exceptional experience. The Administrative Assistant is vital member to the team as the position provides a broad range of support and guidance within the office for efficient, professional operation.


ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Greet and welcome visitors/guests in a friendly and professional manner; monitor visitor access.
• Manage phone system and answer incoming phone calls, determine purpose of call and transfer call appropriately; take and deliver messages.
• Keep the reception, common areas, and conference rooms tidy and in professional appearance.
• Prepare meeting and training rooms as needed/requested.
• Produce daily internal newsletter and distribute to staff via email.
• Maintain employee directory.
• Monitor office supplies and order replacements as directed by Office Manager.
• Receive, sort, and distribute mail; Receive and process deliveries.
• Interact with visiting vendors.
• Draft correspondence, generate reports and other documents, copy, scan, and file documents.
• Provide ongoing customer service support; Handle basic inquiries.
• Set-up, prepare, and provide coordination for meetings, including food ordering and clean-up.
• Assist with stocking office kitchenette and keeping it tidy and ready for use.
• Oversee call max messages.
• Check Admin e-mails and forward as needed.
• Perform other administrative tasks as needed.

SUPERVISORY RESPONSIBILITIES

No direct supervisory responsibilities.

JOB REQUIREMENTS

• Exceptional ability to create a welcoming environment.
• Experience in answering and screening calls with utmost professionalism.
• Ability to observe business etiquette and maintain a professional appearance.
• Solid knowledge of Microsoft Office (Word, Excel, Outlook, etc.).
• Working knowledge and ability to operate all standard office and copy center equipment.
• Excellent oral and written communication skills; Exceptional organizational skills.
• A take charge attitude and a reliable self-starter.
• Capacity to work in a fast-paced, unpredictable environment.
• Known as a fun lover versus fun hater.
• A common-sense approach when solving problems.
• Good work history which includes longevity at previous employment.
• Must be flexible.
• Must be able to work well with a diverse group of people and individuals.
• Must be able to effectively follow through; Must be able to carry out multiple projects simultaneously.
• Regular and consistent attendance.

EDUCATION and/or EXPERIENCE

High School diploma or equivalent; 2-3 years of successful experience in a similar role; strong working knowledge of office procedures; ability to effectively use and maintain office equipment.


Nice to Have: Associates degree.

COMPANY VALUES

• Do the Right Thing. Act Ethically. We are responsible for our words, our actions and our results.
• Build Relationships for Life. At Work. At Home. In the Community.
• Solve It. Deliver results through innovation, creative thinking, and problem solving.
• Have Fun. Perform at Your Best. Celebrate Successes.