Admin Assistant

Description

General Summary:

This individual reports to the Division Director and is responsible for providing administrative support to multiple association managers and Division Director. Project a professional company image through in-person and phone interaction.

Primary Responsibilities/Essential Job Functions

Answer telephones, transfers to appropriate staff member, takes messages
Meet and greet clients and visitors
Creates and modifies documents using Microsoft Office
Performs general clerical duties to include, but not limited to: photocopying, faxing, mailing and filing
Maintains hard copy and electronic filing system
Signs for, prepares and distributes UPS/FedEx packages
Distributes incoming mail and prepares outgoing mail including bulk mail
Maintains lobby and front desk area keeping it clean and free from clutter
Researches, maintains and purchases office supplies through corporate
Setup and coordinates meeting and conferences
Maintains and distributes staff weekly schedules
Supports staff in assigned project-based work
Copies and assembles Board Packets
Operates personal computer to access email, electronic calendars, Caliber system, and other basic office support software
Assures discreet handling of all business

Requirements

Scope of Responsibility:

Knows the formal and informal division goals, standards, policies and procedures which may include some familiarity of other departments within the company. Is sensitive to the interrelationship of both people and functions within the Division.

Required Qualifications

High school diploma or GED
Demonstrated written and oral communication skills
Demonstrated ability to work independently and as a team
Minimum two years clerical or administrative experience
Basic typing skills
Proficiency with Microsoft Office software including Outlook
Knowledge of general office machines and telephone protocol
Ability and willingness to work cooperatively with others
High degree of discretion dealing with confidential information