Administrative Assistant
Job Description
Job Summary:
The Administrative Assistant performs a variety of administrative and clerical tasks. Administrative Assistant's duties include supporting the Senior Leadership Team, Human Resources department, and providing general office administration.
Essential Duties and Responsibilities:
Answers all incoming correspondence (emails/phone/voicemail) and appropriately directs, distributes, and dispatches appropriately.
Provides administrative support to assigned Senior Managers; including calendar management, planning and coordinating travel arrangements and itineraries, email management, and oversight on communications.
Manages functions of general office operations; including printer management, office supplies, kitchen/break room maintenance, setting up meeting spaces, and coordinating technology needs.
Prepares reports and presentations for internal communications.
Acts as a custodian of organizational records including governance documents, board books, insurance certificates, safety plans, etc.
Receives and distributes mail, packages, and deliveries to the office.
Partners with the Human Resources department to complete a variety of tasks; including filing, some employee relations, and data entry.
Works with Human Resources to complete a variety of functions surrounding the recruiting process; including candidate review, ATS data entry and management, job postings, candidate scheduling, and communications with recruiters, candidates, and hiring managers.
Supports Operations & Accounting Departments with administrative functions; including data entry, file management, work order closings, and other tasks as assigned.
Assists in the preparation and distribution of external correspondence.
Supports meeting arrangements including agenda preparation & distribution, technology setup, and catering as applicable.
Assumes the highest level of confidentiality while working with sensitive correspondence.
Serves as backup to the Administrative Services Manager and HR Administrator.
Assumes other duties as assigned by the Administrative Services Manager or CEO.
Position Requirements:
Proficient computer and database skills; including Microsoft Office Suite, Google Workspace, Adobe, and web-based conferencing software
Excellent organizational and time-management skills
Ability to adapt quickly and reprioritize effectively
Education and Experience:
Minimum of an Associate’s degree or equivalent in Business Administration
Minimum of 3-5 years previous experience in an administrative role supporting operations, accounting, and/or executive-level management
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the role.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Work Environment:
This job operates in a professional office environment. This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.