Overview

We are looking for a self-motivated, master multi-tasker with excellent communication skills and an upbeat attitude to serve as the backbone for the office. Candidates should be able to assist management and all visitors to the company by overseeing office functions and tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations, coordinating marketing efforts, and generally being a helpful and positive presence in the workplace.

To be successful as an Administrative and Marketing Assistant, candidates should be professional, polite, and attentive while also being accurate with a keen attention to detail. They should always be prepared and responsive, willing to meet each challenge directly. Administrative Assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly - have a genuine desire to meet the needs of others.

Responsibilities

• Ensure the smooth running of the office by maintaining office organization, appearance and functionality.• Maintain polite and professional demeanor in person, as well as via phone, e-mail, and mail.• Anticipate the needs of others in order to ensure their seamless and positive experience.• Carry out administrative duties such as filing, typing, copying, binding, scanning, utilizing Microsoft Office to prepare documents/reports/invoices/presentations, etc.• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.• Assist in planning and organizing office meetings to include managing the conference room calendar, ordering catering, setting up and breaking down supplies as needed.• Receive, sort, distribute and prepare incoming and outgoing mail and packages daily.• Providing real-time scheduling support by booking appointments and preventing conflicts.• Assist business development efforts with preparation and packaging of proposals and marketing materials.• Assist with marketing related research, population of e-mail templated design and other projects, and project tracking.• Receive and distribute Marketing invoices.• Other office related projects as directed.

Qualifications

• High school diploma or equivalent; college degree preferred• Proficient in MS Office (MS Excel and MS Outlook, in particular)• Attention to detail and problem-solving skills• Desire to be proactive and create a positive experience for others