Administrative Assistant

Duties

• Answering multi-line phone system (including transfers)
• Greet and direct visitors
• Maintain front desk area and lobby
• Process incoming-mail
• Manage supply inventory
• Manage office schedule/calendar
• Provides administrative support such as, printing, filing, photocopying, data entry, scanning, binding and collating, scheduling meetings, booking reservations for lunch or dinner meetings, and coordinating events and lunches, mail distribution and mail-outs
• Completes expense reports for certain individuals in the Mountain Region team
• Processes invoices by routing invoices to appropriate personnel for approval and providing invoices to Accounting once approved by the appropriate manager
• Maintains office equipment, assists users of office equipment on routine tasks as needed and engages external vendors for service needs
• Orders, receives and maintains office supplies and proactively ensures office supplies are available when needed
• Sets up conference calls and webinars
• Creates, updates and prints Excel spreadsheets and PowerPoint presentations
• Good written and verbal communication
• Maintain good working relationships within office and department
• Provides clerical and administrative support to other departments with minimal errors (e.g. filing, mail preparation, data entry, photocopying, etc.)
• Perform other specific duties or projects as assigned

Requirements

• No specific requirements

Licensing or Certification Requirements

• No specific requirements

Work & Education Experience Requirements

• 2+ years’ office experience (preferred with experience on multi-line phone system)
• 5 years of related administrative experience, or an equivalent of education and experience
• Excellent verbal skills and telephone etiquette
• Able to organize, set and maintain priorities
• High school diploma or equivalency; some college preferred
• Strong clerical skills
• Insurance knowledge preferred, but not required
• Proven oral and written communication skills with the ability to effectively interact with all levels within the organization

Training Requirements

• Microsoft Office Applications
• Office Etiquette
• Ethics
• Time Management
• Customer Service
• Insurance and E and O Basics

Additional/preferred

• Basic Leadership Skills
• Participate in training of new hires or less experienced teammates