Position extends to an experienced and committed individual committed to providing outstanding service to our internal staff and clients.
Summary:
This position’s primary responsibility is to provide office administrative project support for the executive office and senior leadership that will regularly support and interact with various corporate executives. This position also collaborates with all areas to provide the company with support.
Essential Duties and Responsibilities:
- Answering telephone and direct callers to appropriate areas, provide general information regarding address, hours, directions, website, etc.
- Demonstrates professional demeanor and appearance at all times
- Serve a point person for organization of large mailings
- Manage conference room scheduling, maintain appearance of rooms
- Coordinates internal and external meetings, prepares expense reports
- Manages invoice approval and distribution to finance
- Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information
- Supports scheduling of meetings as needed from leadership team
- Maintains critical calendar schedules as needed
- Supports executive or internal reporting as needed to support daily business functions
- Ordering, stocking, and distributing office supplies
- Prepares confidential and sensitive information
- Coordinates meetings, lunches, events, etc.
- Plans and facilitates business travel for executives and employees
- Responsible for facilities’ day-to-day operations (such as entry/access keys, workspace set-up)
- Issues office communications as needed, coordinates with compliance
- Works with Property Management to ensure secure working environment managing all internal needs; housekeeping, general repairs, emergency communication, recycling, heat/water problems, etc.
- Manages office equipment. Works with IT on maintenance, repairs, leasing, supplies, and purchase of new/replacement equipment
- Performs various additional duties as assigned
Knowledge, Skills and Abilities
- Attention to detail and a high level of accuracy and confidentiality
- Ability to maintain professional appearance and manner with proper usage of grammar, punctuation and spelling; excellent verbal and written communication skills
- Ability to contend with a variety of people on various issues with escalation as necessary
- Takes initiative to resolve situations and to accomplish projects actions and tasks
- Ability to enter data efficiently, timely and correctly in order to meet deadlines
- Strong customer relations, interpersonal skills
- Ability to handle difficult situations tactfully and diplomatically
- Proficient in MS Word, Excel, PowerPoint, Visio and Outlook
- Ability to multi-task and anticipate potential needs/problems
- Strong focus on and attention to detail and quality results
- Independent judgment in decision making and problem solving
- Self-sufficient; effectively works independently and as part of a team
- Performs various additional duties as assigned
Education and Experience
- Minimum High School Diploma, post High School education preferred
- 2 years minimum Office/Project Assistant experience
- 2-5 years’ administrative support experience
- Work Environment / Physical Demands
This position is in a typical office environment which requires prolonged sitting in front of a computer. Requires hand-eye coordination and manual dexterity sufficient to operate standard office equipment including operation of standard computer and phone equipment. May have occasional high stress when dealing with customers/clients.
