Manages the administrative and office functions for the Home office as well as coordinates special projects. This includes various operations, reception, and support duties.
The following duties are normal for this position. This list is not to be construed as exclusive or all inclusive. Other duties may be required and assigned.
- Provides administrative support to executives
- Drafting memos sent corporate wide
- Preparing and completing expense reports
- Schedules travel arrangements for executives and assists with events/meeting planning
- Manage and maintain executive schedules as requested
- Responsible for the following general office procedures:
- Maintain and ordering office supplies
- Maintain and ordering beverages and supplies for home office and clients
- Maintain the office condition and arrange necessary equipment repairs
- Interface with office cleaning vendor and assure high standard and consistency of service is maintained
- Organize office operations and procedures
- Provide general support to visitors.
- Other clerical services
- Manages day-to-day activities with:
- Postal vendors
- Various company vendors such as copier/printer maintenance, document shredding, food/beverage, office equipment installation, etc.
- Manages communications internally and externally in person, via telephone and written to maintain a professional image.
- Answering main line, directing all calls to appropriate designation.
- Handle customer inquiries and complaints.
- Home Office Operations support:
- Assist with preparation and binding of presentations and reports
- Assist with development of custom forms and power point presentations
- Assist with special projects in connection with on boarding of new and existing communities
- Assist with maintaining tickler files and records of special projects and routine responsibilities
- Prepares presentations, reports, letters, memos and other documents using word processing, spreadsheet, and/or presentation software
- Maintain corporate paper and digital filing system
- Set up and oversee administrative policies and procedures for offices and/or organizations
- Assists with completion of specially assigned projects.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Educational Requirements and Experience:
- Associate’s Degree or equivalent experience
- 5 years’ administrative experience supporting at the executive level
Knowledge, Skills and Abilities:
- Language Ability:
- Ability to communicate effectively in writing and verbally
- Ability to communicate effectively and professionally with customers and external contacts to the organization.
- Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents
- Ability to effectively present information to top management and/or boards of directors
- Mathematical Skills:
- Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations
- Cognitive Demands:
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
- Computer Skills:
- Possesses a high degree of proficiency with MS Office products including Word, Excel, Power Point and Outlook.
- Ability to use general office machines, including copy machine, fax/scan machine, postage machine.
- Competencies:
- Ability to work under minimum supervision and demonstrate self-initiative.
- Ability to interact with staff (at all levels) in a fast-paced environment.
- Must be flexible, proactive, resourceful and efficient.
- Must be detail-oriented
- Demonstrates a high level of professionalism and confidentiality.
- Must be results-driven and goal oriented
- Capable of making independent decisions when circumstances warrant such action.
- Ability to be a team player who maintains a good working rapport with all departments.
- Must be cognitive and able to work under pressure and meet deadlines
- The ability to multi-task and complete assignments accurately and in a timely manner
- Must be supportive of team-spirited environment
- Must be willing to work beyond normal working hours when necessary
- If not a State Notary at time of employment employee must complete Notary training and become a State Notary within three months of start date. Organization will agree to pay all fees associate with obtaining and maintaining Notary during time of employment.
Job Type: Full-time
Experience:
- executive assistant: 1 year (Required)
