Administrative Assistant

Position Summary

Part time every other weekend

In this role you will be responsible for greeting guests and answering and directing all incoming calls in a polite and professional manner. This position also performs general secretarial and office tasks and provides support to all managers and department directors as needed.

Essential Functions Key Duties & Responsibilities

• Answer screen and appropriately direct incoming calls within three rings while exhibiting excellent customer service.
• Greet and appropriately direct visitors in a polite and professional manner.
• Maintain security standards of the office by ensuring adequate front desk coverage.
• Schedule and coordinate all meetings and conference calls and maintain monthly calendar of meetings for Executive Director and/or department heads.
• Coordinate lunch and refreshments needed for meetings.
• Schedule coordinate and prepare meeting spaces and conference rooms as needed.
• Coordinate attendance at conferences as assigned.
• Accept deliveries and ensure they are received by the recipient indicated.
• Open sort and distribute mail and incoming faxes in an efficient and accurate manner.
• Fax documents as needed ensuring confirmation is received.
• Ensure postage supplies are available apply appropriate postage to outgoing mail and transport documents to the post office as needed.
• Prepare Federal Express packages and ensure they are picked-up or shipped timely.
• Research packages that do not arrive on time.
• Order office supplies weekly or as needed from vendors under the group purchasing arrangement maintaining appropriate supply levels for each item.
• Ensure service is maintained on all office equipment as appropriate (i.e. copiers fax machines etc.).
• Responsible for carrying out general office errands for supplies or other office needs.
• Perform other duties as assigned.
• Comply with all policies and procedures and any updates.

Position Requirements

Education: High School Diploma/GED

Licenses/Certifications: N/A

Experience: 2 years of office/clerical/administrative experience

Skills & Abilities:

• Superb organizational and communication skills
• Ability to demonstrate professionalism and provide an excellent first impression of the organization/community