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Description: This position is responsible for activities related to the front office functions of a professional business. The role is to support other staff members and the staff accountants. The Administrative Assistant is responsible to the Director of Operations for all of the duties and responsibilities listed below. Due to his/her involvement in matters related to their responsibilities, the Administrative Assistant would be required to communicate frequently with others.
Key Responsibilities:
1. Primary phone coverage (first to answer all incoming calls)
2. Prepare and mail all USPS/UPS/Fed Ex packages
3. Sort and distribute incoming mail
4. Oversee all aspects of publication orders including inventory and maintenance of inventory
5. Oversee all administrative aspects of seminars including: preparation of materials, registration procedures, acknowledgement of confirmations, and seminar follow up
6. Filing of confidential material
7. Assist with bookkeeping/accounting functions as needed
8. Assist staff in creating a system for responding to telephone and written requests for information
9. Assist Office Manager in developing and instituting methods for quality control and accuracy in databases
10. Ability to cross train with Office Manager so as to enable him/her to assume the duties of the Office Manager in his/her absence
11. May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects, as required
12. Perform other duties as assigned
13. Hours are 8 AM to 5 PM Monday through Friday.
Qualifications:
Must have formal training in office procedures and use of office equipment and will be tested on these skills prior to a formal interview. Must have the ability to communicate accurately and clearly both orally and written; pleasant telephone manner; customer service oriented; ability to multi-task and meet critical deadlines without supervision. Must be proficient with Microsoft Office, Excel, and Outlook. Must be detail-oriented and have superior organizational skills. Knowledge of Bookkeeping and QuickBooks is strongly preferred.
