Job Details

Administrative Assistant

The Administrative Assistant provides general office and employee support, assisting in daily office needs and managing our company's general administrative duties. The Administrative Assistant should ensure the efficient and smooth day-to-day operation of our office. Essential duties and responsibilities:

Maintain the order and cleanliness of all conference rooms, training room, mail room, employee breakroom, and all vacant offices.

Responsible for supporting mail distribution and flow of correspondence. Responsible for daily distribution of faxes that are received.

Repurpose, requisition, restock, and inventory office supplies and equipment for employee use. Assist executives in handling requests and questions from Chief Business Development and Marketing Officer and CEO. Maintain contact database. Coordinate and maintain records for telephones and parking. Coordinate requests for information and data. Support corporate functions by providing meals and refreshments, as requested. Coordinate the maintenance of office equipment. Develop and maintain filing systems, as directed. Perform other clerical duties such as photocopying, faxing, filing, collating, etc. as assigned. Schedule and coordinate meetings, appointments, and travel arrangements for Chief Business Development and Marketing Officer and CEO. Act in the capacity as a receptionist. Answer telephones and direct the caller to the appropriate extension. Greet, sign in, and direct visitors as needed. Prepare and modify documents including correspondence, reports, drafts, memos, and emails. Coordinate apparel and name tag orders. Support occupancy reporting process, as needed. Coordinate the maintenance of corporate and company statistics such as client, vendor, and property information, etc. Support office supply orders using appropriate supply vendor. Prepare forms as necessary. Take meeting notes.

Communicate effectively with all callers, clients, staff and visitors. Schedule and organize potential meetings. Run errands as requested by Chief Business Development and Marketing Officer or CEO. Perform other duties as assigned by Chief Business Development and Marketing Officer or CEO.

Regular and reliable attendance during scheduled hours. Travel as required for in person classes and annual education conferences. Essential functions.

Qualifications and Physical Demands

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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High school diploma or general education degree (GED); or one to two (1-2) years administrative experience and/or training; or equivalent combination of education and experience.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.