Administrative Assistant

Job Summary

Perform a variety of administrative tasks aimed at optimizing the time and performance of the Administrative Manager and associated responsibilities.

Essential Duties and Responsibilities

• Responsibilities and tasks involve backup coverage to the executives (i.e., phone, calendar, meeting prep, lunches, events) and resolving hoteling environment issues.
• Prepare documents and reports.
• Controlling access to the floor and preparing workstations for new associates.
• Ordering and receiving deliveries for the floor (kitchen and office supplies)
• Work with the technology executive assistant team located at the home office in St Petersburg and the senior administrative assistants located in Memphis and Southfield.
• Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.
• Answer the telephone and assist callers or those making a broad range of inquiries by email or mail or other means with any requests for information, directing more complex matters to colleagues as necessary.
• Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information on behalf of a senior colleague.
• Receive visitors and respond accurately and promptly to a broad range of questions and issues raised.
• Uses clear and effective verbal communications skills without supervision and provides technical guidance when required on expressing ideas, requesting actions and formulating plans or policies.
• Supports business processes without supervision by understanding and effectively using standard office equipment and standard software packages, while providing technical guidance as needed.
• Works without supervision and provide technical guidance when required on planning, organizing, prioritizing and overseeing activities to efficiently meet business objectives.
• Works without supervision and provides technical guidance when required on achieving full compliance with applicable rules and regulations in management and/or operations.
• Review emails sent to the IT Hoteling inbox and notify the appropriate group/associates as needed.
• Maintain knowledge of hardware, software, and entitlements necessary to perform basic troubleshooting.
• Report all IT related problems which cannot be resolved through basic troubleshooting to the TSC, including relevant details.

Knowledge, Skills, and Abilities:

• High School diploma and five plus years’ experience in providing administrative support within an office environment.
• Answering telephones and assisting visitors.
• Prepare, transcribing, composing, typing and editing correspondence, agendas and minutes and other documents.
• Scheduling and coordinating meetings, events, and appointments.
• Preparing reports.
• Gathering and analyzing basic information.
• Establishing and maintaining files, databases and other records.
• Performing routine analyses and calculations involved in preparing reports.
• Sorting, screening and distributing email.
• Microsoft 365 Software Applications, Concur, Viso, MS Teams, Zoom, office equipment.

Ability to:

• Make administrative and procedural decisions and judgments.
• Analyze and solve problems.
• Maintain currency in modern office management methods and techniques.
• Attend detail while maintaining a big picture orientation.
• Read, comprehend and apply business related information.
• Interpret and apply policies and identify and recommend changes as appropriate.
• Organize, manage and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.
• Communicate effectively, both orally and in writing.
• Work independently as well as collaboratively within a team environment.
• Handle stressful situations and provide a high level of customer service in a calm and professional manner.
• Establish and maintain effective working relationships at all levels of the organization.

This is the pay range that Magnit reasonably expects to pay for this position: $18.75/hour - $25.00/hour

Benefits: Medical, Dental, Vision, 401K