Administrative Assistant - Lobby

About the role

Provides administrative support and coordination activities for a team of people, typically at Manager level. Responsibilities include answering telephone, taking messages and answering routine questions, maintaining vacation schedule and master schedule of whereabouts for staff, maintaining master copies of organizational policy and procedure manuals and keeping them up-to-date, typing and distributing communications, meeting minutes and presentations for staff, facilitating domestic and international travel arrangements, assisting in payments, expense processing, and charge card reconciliation.

Responsibilities

• Answering telephone, taking messages and answering routine questions.
• Maintaining vacation schedule and master schedule of whereabouts for staff.
• Maintaining master copies of organizational policy and procedure manuals and keeping them up-to-date.
• Typing and distributing communications, meeting minutes and presentations for staff.
• Facilitating domestic and international travel arrangements; assisting in payments, expense processing, and charge card reconciliation.

Requirements

• Administrative, reception, front desk, check-in, customer service, or office support experience.
• Proficiency in Microsoft Excel, Outlook, Word, and other Microsoft Office applications.
• Experience greeting visitors, managing check-in processes, and providing professional customer service in a fast-paced environment.
• Experience answering multi-line phone systems, taking messages, and responding to routine inquiries.
• Experience coordinating meetings, calendars, schedules, or travel arrangements.
• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Demonstrated attention to detail and accuracy when entering, maintaining, and reviewing information.
• Strong verbal and written communication skills.
• Ability to work collaboratively with employees, customers, and leaders at all levels of the organization.

Preferred Requirements

• Experience using DSX and/or SVMS systems preferred.

Skills

• Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
• Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
• Effective Communications: Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
• Flexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.
• Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
• Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.
• Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
• Microsoft Office: Knowledge of Microsoft Office; ability to use the features and functions in Microsoft Office products.

Benefits

N/A

Pay

N/A

Schedule

Onsite five days a week.