What are the responsibilities and job description for the Administrative Assistant position at Data-Mail, Inc.?
LOCATION: Newington. Fully on site. Not remote. Not hybrid
WORK SCHEDULE: Monday - Friday; 8:30 am - 5:00 pm
Position Summary
The Account Services Administrative Assistant will provide professional administrative support to Account Directors and Account Services. This position is responsible for front desk operations coverage, hospitality services, office coordination, meeting and travel arrangements, administrative support, and maintaining a welcoming, efficient, and professional office environment. The ideal candidate is organized, customer-focused, detail-oriented, and capable of managing multiple priorities in a fast-paced setting.
Key Responsibilities
Hospitality & Office Services
- Coordinate conference room reservations and meeting logistics.
- Arrange meals, refreshments, and catering services for meetings and client visits.
- Maintain inventory of kitchen, breakroom, and hospitality supplies.
- Ensure common areas are clean, stocked, and presentation-ready.
- Process and route vendor invoices related to hospitality and office services.
- Support special events, client visits, and employee activities as needed.
Administrative Support
- Provide confidential administrative support to Account Services leadership
- Prepare, proofread, and distribute correspondence, reports, presentations, and internal communications.
- Create and maintain spreadsheets, reports, and departmental records.
- Schedule meetings and coordinate calendars as assigned.
- Coordinate travel arrangements and itineraries.
- Support executive offices and provide administrative backup as needed.
- Complete special projects and assignments in support of departmental objectives.
Front Desk & Visitor Management Support
- Serve as the back-up for the point of contact for visitors, customers, vendors, job applicants, and guests.
- Greet and direct visitors in a professional and courteous manner.
- Operate a multi-line phone system, answer incoming calls, and route calls appropriately.
- Manage visitor sign-in procedures, issue security passes, and follow established security protocols.
- Maintain a clean, organized, and professional reception area.
- Open and secure the front entrance as required.
Office Operations
- Sort and distribute incoming and interdepartmental mail as necessary
- Maintain accurate files, records, and office documentation.
- Communicate attendance and office coverage information when appropriate.
- Monitor office supply levels and coordinate replenishment.
- Support continuous improvement initiatives that enhance efficiency, service quality, and cost effectiveness.
Professional Responsibilities
- Maintain the highest level of professionalism, discretion, and confidentiality.
- Build effective working relationships with employees, customers, and visitors.
- Follow all company policies, procedures, and quality standards.
- Keep management informed of issues that may impact departmental or organizational goals.
- Perform other duties and responsibilities as assigned.
Qualifications
Education & Experience
- High School Diploma or GED required.
- Associate degree in Business Administration, Office Administration, or a related field preferred.
- Minimum of 3 years of experience in reception, administrative support, customer service, hospitality, or office administration.
- Equivalent combinations of education and experience will be considered.
Knowledge, Skills & Abilities
- Excellent verbal and written communication skills.
- Strong organizational, planning, and time-management abilities.
- Exceptional customer service and relationship-building skills.
- Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
- Strong attention to detail and accuracy.
- Ability to exercise sound judgment and maintain confidentiality.
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Experience with multi-line telephone systems and standard office technology.
- Professional, dependable, and team-oriented approach to work.
Physical Requirements
- Ability to sit, stand, and walk throughout the workday.
- Frequent use of computers, telephones, and other office equipment.
- Ability to occasionally lift and carry items up to 20 pounds.
- Ability to perform repetitive hand and finger movements associated with office work.
What Success Looks Like
- Visitors and customers consistently experience professional, courteous service.
- Front desk, hospitality, and administrative functions operate efficiently and seamlessly.
- Meetings, events, and office operations are well organized and professionally supported.
- Internal and external communications are handled accurately, confidentially, and promptly.
- Office environments remain welcoming, organized, and fully operational.
This role is ideal for a highly organized professional who enjoys balancing customer service, office coordination, hospitality, and administrative responsibilities while helping create an exceptional workplace experience.