Administrative Assistant (Hanover, MD)

About the role

The Administrative Assistant supports all types of operations including answering phones, day-to-day scheduling, data input, daily office upkeep, mail, and emails. This position supports the Vice President/General Manager in maintaining the routine functions of the day. In addition, the administrative assistant assists with special activities, some of which involve attendance at evening events.

Responsibilities

• Manage day to day professional business of Vice president/General Manager which includes screening calls, emails, and correspondence and follow up as appropriate
• Coordinate managerial appointments, meetings, events, interviews, and manage calendars
• Cook travel arrangements including flights, car service, and hotels when needed
• Prepare documents, correspondence
• Develop itineraries and agendas
• Develop reports as needed and communicate regularly with Vice President/ General Manager
• Prepare expense reports
• Respond to mail where appropriate or distribute mail requiring attention to appropriate individuals
• Answer & Transfer Operator Calls, as needed to the appropriate party
• Aid with any questions that callers may have
• Aid to quote Charters & Book Charters via phone, email, or walk-in
• Process Payment Follow ups for upcoming trips/request & upload signed contracts
• Enter charter payments (credit cards, checks, cash)
• Process Credit card payments called in by customers
• Prepare Expense money & envelopes for charters
• Prepare paperwork for drivers (maps, instructions, work orders)
• Order Employee Uniforms (Ordering, Distributing, Vouchers, etc.)
• Order of all office supplies, when needed
• Plan meetings & take detailed minutes
• Projects requested by your supervisor
• Other tasks needed within Office duties for the Sales Dept/General Manager

Requirements

• Excellent verbal and written communication skills
• Solid interpersonal skills including a friendly manner and well-groomed appearance
• Reliable transportation with the ability to travel
• Proficiency with Microsoft Office suite
• Ability to work with all levels of internal management and staff, as well as outside clients and vendors
• Ability to multi-task and meet or exceed expectations
• Organizational and analytical skills
• A firm sense of individual responsibility and initiative
• Time Management
• Adaptability
• An energetic and flexible demeanor
• Ability to handle confidential information
• Attention to detail and accuracy
• Ability to effectively present information in a clear, concise format one-on-one and in small groups
• Reasoning capability by dealing with problems involving several concreate variables in standardized situations
• Transportation Industry experience is a plus