Performs administrative and office support activities for President/CEO. In this position, we're looking for a seasoned assistant with a strong busines acumen and a combination of skills, personal traits, and attitudes. They include: Well Organized, Courteous, Reliable, Strong work ethics, Productivity, Professionalism, Problem Solving and Critical thinking skills.
Duties and responsibilities include the following:
● Fielding and screening telephone calls.
● Receiving/greeting guest and visitors, directing them to the appropriate personnel.
● Word processing, creating spreadsheets and presentations, and filing.
● Extensive software skills, Internet research abilities and strong written and communication skills are required.
● This role may also have the title of department assistant, coordinator or associate.
● Managing calendars and making travel arrangements.
● Meeting and event arrangements.
● Preparing reports and financial data.
● Customer relations champion. Create “Raving Fans” with customer service skills.
● Excellent interpersonal skills and the ability to work well with all levels of internal management and staff, outside clients and vendors.
● Discretion with sensitivity to confidential matters is required and expected.
● Proficient at spreadsheet and presentation software.
● Filing and data entry.
● Fill in for office manager in office manager absence.
● Assisting with all aspects of administrative management, directory maintenance, logistics, equipment and storage. Teamwork and collaboration is expected.
● Assist Office Manager with inventory of assets and supplies, sourcing for suppliers (vendors) and submitting invoices.
● Coordinating between departments and operating units in resolving day-to-day administrative and operational problems.
● Scheduling and coordinating meetings, interviews, events and other similar activities.
● Sending out and receiving mail and packages.
● Preparing business correspondence, agendas, and presentations, typically using Quick books, Microsoft Office (Word, Excel, PowerPoint, Access, and Outlook).
● Sending faxes and emails.
● Managing documents and files.
● Performing multifaceted general office support. Ability to multi-task.
In this position confidentiality is of the utmost importance as the administrative assistant will be exposed to a wide variety of confidential information.
