Overview

The Administrative Assistant will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties.

Job Responsibilities

• Answers telephones and directs the caller to the appropriate individual;
• Meets and greets visitors, customers, and employees. Contacts appropriate manager and/or escorts visitor to meeting space;
• Takes and retrieves messages for various personnel;
• Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information;
• Assists in the ordering, receiving, stocking and distribution of office supplies;
• Ensures conference room schedule is adhered to and that cleanliness of rooms is kept in a presentable manner at all times;
• Fosters a neat and professional office environment at all times;
• Coordinates office-wide lunches including ordering, taking delivery, setting up, and cleaning afterwards;
• Assists with the planning and organizing of human resources related employee functions including annual company picnic, monthly events and holiday party;
• Handles cubicle and office turnover when employee leaves and ensures space is ready for new hires prior to their start date;
• Communicates to the appropriate personnel any maintenance issues that arise;
• Prepares outgoing mail;
• Receives, sorts and distributes incoming mail;
• Preps weekly accounts payable payments and correspondence;
• Maintains office supply inventory and machinery;
• Performs other required tasks as assigned.

Job Requirements

• High school diploma or equivalent required;
• Flexibility in responding courteously to immediate needs of visitors, callers and employees;
• Ability to establish priorities and maintain productivity despite numerous interruptions;
• Well-developed communication and interpersonal skills;
• Information management abilities;
• Problem-solving and attention to detail/accuracy;
• People-oriented;
• Maintain poise and composure when confronted with stressful situations;
• Ability to organize, multitask, and prioritize;
• Working knowledge of computers including Microsoft Office;
• Must present a positive and professional appearance at all times.