NANA Administrative Office Assistant- Shareholder Records (Onsite)

Responsibilities

• Answers phone and directs calls or transmits messages as required.
• Assists callers in contacting the proper person or area of inquiry.
• Greets visitors to the office and follows established security protocol.
• Sorts and processes incoming and outgoing mail, including preparing items for shipment.
• Manages conference room schedule and assists employees in locating conference rooms within NANA.
• Facilitates the approval of meeting room requests for outside entries.
• Reviews building protocols including reviewing evacuation procedures with the host.
• Operates and maintains a variety of general office machines or equipment such as copiers, fax machines, etc.
• Maintains the cleanliness of conference rooms, mail room, coffee area or kitchen and shared work areas.
• Follows up on facility maintenance and support issues.
• Works with others on following safety rules.
• Works with the Director of Safety and Facilities to address safety issues, conduct fire drills and following evacuation procedures.
• Instructs visitors to sign-in/sign-out the log as appropriate.
• Ensures only authorized individuals gain entrance to internal offices.
• Participates in the building evacuation process, including maintaining check off lists and muster locations.
• Monitors door, security alarms, emergency exits, emergency calls including ensuring properly locking or unlocking the entrance during work hours.
• Performs general office duties including general written or electronic correspondence.
• Maintains office assignment listing and provides updates to the Director of Facilities & Safety and others as needed.
• Manages storage archives for retention, protection, retrieval, transfer, and disposal of records.
• Provides notary services as needed.
• Creates binders and packets for meetings.
• Works with the senior executive assistant to maintain the cleanliness of the President and VP/COO office, including stocking office with office and meeting supplies.
• Coordinates procurement & logistics.
• Manages incoming requests for purchases.
• Uses internet resources to manage purchasing and shipping costs.
• Cross-trains others on utilizing existing resources.
• Purchases basic office supplies for the office, then processes invoices by coding and obtaining approval for purchases.
• Manages the pickup and delivery of packages as needed.
• Maintains office efficiency by overseeing maintenance, upkeep of equipment and supplies.
• Sets up workspace for incoming visitors and staff.
• Schedules and assigns work results.
• Contributes to team effort by accomplishing related results as needed.
• Maintains a friendly and professional relationship with staff and others.
• Operates in a climate of confidentiality requiring discretion.
• Supports the IT department by assisting IT with resolution of work requests.
• Supports the HR department by assisting with HR related inquires made of Recruiting, Onboarding, Benefits, and Employee Relations.
• Assists with special projects and/or overflow work as assigned.
• Codes incoming invoices for other departments and provides support in scanning documents electronically.

Qualifications

• A high school education (or GED).
• Minimum of 2 years’ clerical experience.
• Must be able to operate computer & Microsoft applications.
• Proficient in Microsoft Suite: Word, Excel, PowerPoint, Outlook.
• Driver’s License with a driving record that meets NANA’s insurance requirements.