What are the responsibilities and job description for the Administrative Assistant I position at Virgo & Aries LLC?
Administrative Support
- Provide general administrative assistance to the Project Team and other level 7 project teams.
- Prepare and distribute meeting agendas, presentations, and documentation.
- Handle incoming calls, emails, and correspondence efficiently.
Meeting Coordination
-Schedule and organize meetings, including booking conference rooms and arranging technology needs.
- Coordinate catered meals for meetings and team events.
- Ensure meeting spaces are prepared and equipped.
Office & Facility Management
- Maintain galley and copy room supplies; monitor inventory and reorder as needed.
- Ensure cleanliness and organization of common areas on Level 7.
- Liaise with facilities and vendors for maintenance or service requests.
Cross-Departmental Support
- Assist Growth Projects and other departments with administrative tasks as needed.
- Support special projects and events across the organization.
Requirements
Level 7 Front Desk & Guest Services
- Greet and assist visitors, clients, and vendors in a professional and courteous manner.
- Manage visitor sign-in and security protocols.
- Serve as the point of contact for inquiries related to the Project Team.
Benefits
Required Qualifications:
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High school diploma or equivalent; associate degree preferred.
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2 years of experience in a receptionist or administrative support role.
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Strong organizational and multitasking skills.
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Excellent communication and interpersonal abilities.
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Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
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Ability to maintain confidentiality and handle sensitive information.
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Professional demeanor and customer service orientation.
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Attention to detail and proactive problem-solving.
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Ability to work independently and as part of a team.
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Flexibility to support multiple departments and adapt to changing priorities.