Administrative Assistant

About the role

The Administrative Assistant will be a member of a dynamic team, providing a full range of administrative support for staff across the company and key stakeholders. This position requires accuracy, a high degree of initiative, exceptional organizational skills, discretion, and teamwork.

Responsibilities

• Serve as the primary point of contact for internal and external communications at the corporate office, including answering phone calls, responding to emails, and greeting visitors.
• Organize conference rooms for executives and team members by sending invites and ensuring all necessary materials are prepared in advance.
• Develop and maintain organized filing systems for both physical and digital documents, ensuring records are easily accessible and compliant with company policies.
• Input and update information in databases and spreadsheets, ensuring accuracy and confidentiality of sensitive information.
• Assist in the creation of reports, presentations, and other documents, including gathering data and formatting information.
• Perform various administrative duties such as managing office and kitchen supplies, processing invoices, and maintaining budgets.
• Assist in the planning and execution of projects, coordinating timelines, resources, and team members.
• Facilitate monthly employee engagement activities to create a positive work environment.
• Provide exceptional customer service by addressing inquiries, resolving issues, and fostering strong client relationships.
• Handle sensitive information with discretion and confidentiality, adhering to company policies regarding data protection.
• Track departmental budgets and expenses, prepare financial reports, and assist in the reconciliation of accounts.
• Work with the Executive Assistant to develop and implement efficient office procedures and workflows.
• Perform research on various topics as requested by leadership and present findings clearly and concisely.
• Assist team members with basic technical issues related to office equipment and software.
• Ensure office equipment is in good working order, schedule maintenance, and manage vendor relationships.
• Support marketing initiatives by coordinating events and assisting with disbursement of promotional materials.
• Ensure the office environment is safe, clean, and conducive to productivity.
• Demonstrate flexibility and adaptability in a fast-paced work environment, prioritizing tasks effectively.
• Leverage proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) to enhance productivity.
• Other duties as assigned.

Requirements

• At least a high school diploma or GED.
• At least 2 years of experience with office administrative/secretarial processes.
• At least 2 years of experience with phone etiquette (answering, transferring, managing up to four phone lines).
• At least 2 years of experience with Microsoft Office Suite.
• Experience working in a fast-paced, high-energy environment.
• Experience exercising discretion, discernment, and confidentiality.

Skills

• Communication: Communicate clearly and effectively through multiple channels – oral, written, visual, and non-verbal.
• Accountability: Take responsibility for actions and anticipate challenges before they arise.
• Customer Focused: Prioritize understanding and meeting both internal and external customer needs.
• Initiative: Proactive in identifying opportunities and addressing potential threats.
• Problem-Solving: Identify and address complex issues with minimal guidance.
• Collaboration: Work harmoniously with others toward a common goal, supporting team deliverables.

Physical Demands

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.

• Regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear.
• Frequently required to stand, walk, stoop, kneel, and/or crouch.
• Specific vision abilities required include close and distance vision for computer work, color vision, peripheral vision, ability to adjust focus, and depth perception.
• May occasionally lift and/or move up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Normal office environmental conditions.
• Moderate noise level (e.g., computers, printers, light traffic).

Pay

Starting hourly pay range: $21.63 - $26.44.

Schedule

Monday – Friday, 8:30 AM – 5:00 PM, fully onsite.

Benefits

• Medical, Dental, and Vision coverage.
• 401(k) with employer match.
• Life Insurance.
• Paid time off.
• Benefits available within your first month.