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
