Must be able to pass pre-employment drug test and criminal background check
Position Summary
Provide administrative support and personal assistance to the staff by relieving staff of administrative details, coordinating work flows, and taking initiative in staff's absence. Screen incoming mail, email, phone calls and correspondence directly resolving issues, if possible, and knowing when to seek guidance.
Essential Position Functions
•Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
•Providing real-time scheduling support by booking appointments and preventing conflicts as needed.
•Maintain polite and professional communication via phone, e-mail, and mail.
•Set-up and manage conference calls and meetings, including the preparation and organization of meeting space and materials in advance:
•Order food for business meetings (breakfast/lunch, etc.).
•Screen visitors to control interruptions.
•Prepare agenda in advance.
•Streamline communication process for team:
•Compose correspondence/reports for own or signature.
•Arrange essential mail in priority action order for staff
•Check deadlines on incoming requests and put preliminary work in play.
•Process replies on own initiative or from staff dictation or notes.
•Research, draft or abstract reports.
•Handle all phone inquiries, arrange "callbacks" to protect staff time and provide back-up materials for callbacks.
•Do phone surveys/inquiries as needed and route calls elsewhere as needed.
•Take initiative on requests and inquiries of administrative nature.
•Update and pursue delegated tasks to ensure progress towards deadlines.
•Develop and maintain periodic reports for management and meetings as requested.
•Accept all incoming packages and direct to appropriate individuals.
•Responsible for understanding and complying with firm policies and procedures while performing the role outlined above.
•Act as office reception to all visitors and clients.
•Performs other duties and projects as assigned.
Experience and Qualifications
•One to three years of progressively responsible experience in a similar position. Relevant industry experience is a plus.
•Proven admin or assistant experience.
•Knowledge of office management systems and procedures.
•Excellent time management skills and ability to multi-task and prioritize work.
•Attention to detail and problem-solving skills.
•Excellent written and verbal communication skills.
•Strong organizational and planning skills.
•Experience working in a dynamic environment with a commitment to meeting deadlines.
•Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
•Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
•Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment.
•A high degree of professionalism and a strong work ethic coupled with a sense of responsibility and integrity required.
•Ability to resolve problems independently and work with a high degree of autonomy and responsibility with attention to detail.
•High level of proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required.
•Adobe Design Suite experience is a strong plus.
•Must be able to pass a pre-employment drug test and extensive criminal background checks.