Administrative Assistant

The Job Details: The Administrative Assistant will provide support to the General Manager, acting with little supervision, anticipating needs while managing the day‐to‐day workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects. The Administrative Assistant to the General Manager will perform, coordinate and oversee administrative duties while providing an extensive level of support to work more efficiently and effectively towards reaching the organization’s growth goals. Duties and Responsibilities include the following: 

• •        Manage and maintain all aspect of the office functions.
• •        Plan and execute travel arrangements as necessary.
• •        Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• •        Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping.
• •        Answer and direct calls to appropriate parties, take messages and greet visitors.
• •        Prepare responses to correspondence containing routine inquiries.
• •        Open, sort, and distribute incoming correspondence, including faxes and email.
• •        Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• •        Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• •        Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• •        Provide clerical support to other departments and personnel.
• •        Interpret administrative and operating policies and procedures for employees.
• •        Set up and oversee administrative policies and procedures for offices or organizations.

The Job Specifics:

•        Location, Department and Work Hours:  Location, Department, Hours

•        Reports To: To whom

•        Travel Amount: May vary

•        Job Type, EEO, and Job Code: Full-Time, Exempt JOB CODE

What We Are Looking For:
The ideal candidate will have or be able to complete the below qualifications

Education

• •        College Degree is preferred

Experience

• •        3+ years of experience in administrative role or applicable role
• •        Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures.
• •        Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• •        Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• •        Ability to actively listen and communicate to others to convey information effectively.
• •        Service oriented and actively looking for ways to help people.
• •        Ability to communicate effectively in writing.
• •        Critical thinking skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• •        Time management skills one's own time and the time of others.
• •        Active learner to the implications of new information.
• •        Strong decision making skills

Other Abilities You Will Need to Have: The physical demands described below are representative of those required of an individual performing the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• •        Good arithmetic, reading, and typing skills
• •        Sit and/or stand for extended periods of time
• •        Be able to see, speak and hear
• •        Ability to work overtime as needed
• •        May require physical effort associated with using the computer to access information, or occasional standing, walking, lifting needed to carry out activities. 
• •         Understand and follow verbal instruction, written instruction and company policies. 
• •        A starter that can work independently and coordinate with others
• •        Follow safety procedures at all times.
• •        Ability to manage stress and productivity guidelines
  

The Standard Details:

·        Maintain a professional demeanor in appearance and communications at all times.

·        Participate in staff and/or customer meetings as required.

·        Take initiative to prevent non-conformities related to product, process, and quality systems.

·        Identify and report any issues related to product, processes, and/or quality.

·        Propose and implement solutions through appropriate channels.

·        Ensure solutions are effectively implemented.

·        Follow posted security procedures at all times while in the building.

·        Participate in safety and educational training programs.

What’s In It For You:

We are a great company with great people. Full-time employees not under contract are offered:

·        401K and Educational Assistance after 1 year.

·        Blue Cross Blue Shield available after 30 days of service, if elected.

·        Company Life Insurance.

·        A variety of additional benefits and perks.

Additional Information:

·        This job description may not encompass all tasks necessary to complete the role.

·        Job functions may vary based on the area of operation. This description outlines the most common tasks required for the job.

·        Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.