Job Description

Administrative Assistant

The Administrative Assistant/Executive Assistant is the Company’s representative assigned to the responsibility and authority for front line communications and office management. The Administrative Assistant/Executive Assistant operates Professionally, Efficiently, and Effectively to communicate with both Internal & External stakeholders. The successful candidate will have a multi-tasked manner of thinking, be highly self-motivated and directed, possess exceptional administrative and strong interpersonal skills. The main function of this role is to provide high-level administrative support.

Primary Duties

• Exemplifies the Company’s CULTURE, VISION, and VALUES in daily work
• Accountable for TIMELY completion and QUALITY installation
• Answer and route incoming calls
• Manages day-to-day calendars, including arranging meetings, conference calls, travel etc. Ensures timely and efficient changes (updates, additions & conflicts) in schedules and communication across key participants
• Coordinates and manages set up for meetings including scheduling meetings, confirmation of venue (conference rooms, off site venue etc.), compiling and distributing relevant information regarding call in #s, agendas, conference rooms, securing and assisting with AV set up, arranging catering, and set up & clean-up of rooms, as necessary
• Work closely with the company CEO as the primary Executive Assistant as well as supporting 2-3 other Executives in the office
• Interact with customers and colleagues by phone and in person to provide accurate and timely feedback for all requests
• Act as a front line greeter and host to all customers/others that arrive at the office
• Manage parking and building access.
• Maintains employee kitchen area by stocking supplies such as paper/plastic products, cleaning supplies and small food items
• Maintains all office equipment and office building maintenance by ordering supplies and placing service calls
• Organize and assist the process of special projects as needed
• Run errands, i.e., FedEx, UPS, postal service, lunch orders, etc.
• Strong creative problem-solving and the ability to think outside the box
• Communicates clearly, professionally, often, and in an effective manner
• TIMELY in all aspects of the project, including personal time management

Qualifications

• Minimum (2) years’ experience in a Small Business or Corporate Administrative Role
• Bachelor's (Preferred) High School Diploma or GED required with necessary experience
• Strong written and oral communication skills
• Time management and ability to meet deadlines
• Technical skills including MS Office Suite
• Ability to work within and coordinate at every level of an organization
• Proactivity and self-direction
• Knowledge of office management systems and procedures
• Ability to work independently with minimal supervision
• Proven ability to thrive in a fast-paced environment, with high tolerance for ambiguity, complexity, and constant change
• This position is not remote and is required to be in office

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