Administrative Assistant

SUMMARY

Responsible for receiving and routing incoming calls and greeting visitors in a friendly, professional, business-like manner. Assists support staff with various projects, which include typing, data entry, maintenance of reference materials, mailings and other projects as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Enters client data into CRM, processes paper applications, runs reports and/or updates PowerPoint presentations and assists with general office and facilities management.

Answers, screens, routes and directs calls to the appropriate parties.

Takes complete and accurate messages for individuals who are unavailable to take phone calls or promptly routes callers to voicemail.

Orders, quality checks and assists with re-stocking supplies as needed for the office by coordinating with administrative staff.

Updates desk manual.

Works collaboratively with fellow staff to maintain coverage at front desk at all times by coordinating unexpected or unplanned breaks, time-off, change in lunch schedules, etc.

Assists with visitors and vendors by confirming appointments, preparing reader board, creating name badges, managing sign-in records, offering beverages, hanging coats, etc.

QUALIFICATIONS

EDUCATION / EXPERIENCE High School Diploma or equivalent combination of education and experience

Relevant work experience

SKILLS

Proficient computer skills (Microsoft/Word, Excel, PowerPoint, Adobe Acrobat, MS Outlook software preferred).

Knowledge of the general industry procedures, practices and terminology.

Skill in the use of office equipment including computer, fax, printer, scanner, multi-line telephone system, etc.

Skill in the use of time management and organization skills.

Skill in maintaining effective working relationships with personnel, vendors and the general public.

Ability to accurately type 65 wpm.

Ability to keep work filing current and accurate.

Ability to communicate effectively in English, both orally and in writing, in a constructive manner.

Ability to approach and communicate with a wide range of personalities in a professional and courteous manner.

Ability to maintain a high level of organization and attention to detail while remaining flexible and responsive when faced with multiple urgent requests.

Ability to maintain all confidential information due to nature of position within the company.

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