Administrative Assistant - Front Desk

Overview:

Work under minimum supervision to provide advanced administrative services to executive tier employees of American Safety Services, Inc. (ASSI). Handle confidential information and engage in frequent contact with all levels of employees. Provide highly organized and detail-oriented communications concerning meetings, manage travel schedules, and emails.

Responsibilities:

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrators assigned
• Schedule appointments and maintain the administrator’s calendar
• Oversee the setup and breakdown of meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed
• Make travel arrangements including making flight, car and hotel reservations
• Answer incoming calls. Respond to routine inquiries from the public and staff and refer appropriate inquiries or concerns to administrators
• Compile pertinent data used to prepare various reports
• Prepare purchase orders and payment authorizations as directed
• Compile, maintain, and file all reports, records, and other documents as required.
• Comply with policies established by federal and state laws and regulations, and local policy
• Maintain confidentiality
• Manage expenses
• Follow safety protocols and emergency procedures
• Take, compiling and distribute meeting notes to attendees and management
• Perform other duties as assigned

Skills / Qualifications:

• High School Diploma/GED
• Minimum of 5 years’ related work experience
• Must be able to analyze complex scenarios, discern patterns, and ask clarifying questions
• Must possess a strong sense of urgency around deadlines
• Must possess strong customer service skills with excellent written and oral communication skills
• Ability to work cooperatively with co-workers
• Excellent interpersonal skills
• Proficient in the use of MS Office applications including Word, Excel, and PowerPoint, and web-based/internet software
• Detail oriented
• Excellent telephone and organizational skills