Administrative Assistant

Job Responsibilities

• Carries out responsibilities in accordance with the organization’s policies, procedures, and state, federal and local laws.
• Answers telephone calls in a professional and timely manner; takes messages as needed and routes all incoming calls promptly
• Forward calls to the appropriate designation or department
• Follow procedures for all guests, including but not limited to printing and distributing name badges and guest stickers
• Provides answers to general questions from public and/or customers
• Makes daily coffee for the site and small batches as needed for executive guests
• Maintains the daily supply of snacks and supplies for executive guests
• Professionally greets, signs in and directs visitors to appropriate person/department
• Professionally meet and greet inspectors, receive their credentials, and contact the relevant site personnel
• Performs general filing functions
• Supports with HR initiatives and engagement activities on site
• Maintain an accurate schedule of all meeting rooms at your designated location
• Supports with food deliveries for meetings and audit functions
• Maintain an accurate log of all administrative supplies
• Processes and distributes incoming and outgoing mail, including FedEx, etc and maintaining a logbook of receipts
• Processes food orders for visitors; may be required to pick up
• Works as a member of a team to achieve all outcomes
• Operates in accordance with our Code of Conduct and Business Ethics, and all established regulatory, compliance and safety requirements

Qualifications

• High school diploma or GED
• Knowledge, Skills and Abilities:
• Standard office practices and procedures
• Pertinent Federal and State laws related to areas of assignment
• Knowledge of computer software applications in area of assignment (Microsoft Office Suite of products such as Word, Excel, PowerPoint, Outlook, etc.)
• Business English usage, spelling, grammar, and punctuation
• Current Company policies, practices, and procedures including safety rules and regulations
• Interpreting and closely following oral and written instructions and procedures
• Working independently with little supervision and direction
• Operating basic office equipment and mail machines
• Shipping regulations per USPS, UPS, FedEx, DHL, etc.
• Responding to inquiries from management, team members, and regulatory agencies
• Establishing and maintaining cooperative working relationships with others
• Requires proficient personal computer skills including electronic mail, scheduling, excel spreadsheets and power point presentation software (Microsoft Office Suite)
• Must have strong written and verbal communication skills
• Solid interpersonal skills. Ability to plan, manage and multitask to meet changing deadlines
• Must be detail oriented and work with a high degree of accuracy. Knowledge of clerical and administrative procedures and systems such as filing and record keeping. Highly organized and flexible