Administrative Assistant​/Conference Facilities Specialist

Responsibilities

• Serve as the administrative support to assigned team members by coordinating, facilitating, recording, and communicating their individual, group, and company-wide activities.
• Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate general information to callers.
• Coordinate activities for assigned team members such as travel arrangements, meetings, interviews, and conference calls.
• As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts, and tables.
• Manage, organize, and distribute record drawings and specification binders.
• Assist in preparing presentations.
• Establish and maintain appropriate filing systems, both manual and electronic; handle confidential files and reports with discretion.
• Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
• Create, update, and maintain departmental databases when appropriate.
• Complete special projects to support assigned area.
• Prepare and process expense reports.
• Maintain office and kitchen supply inventory.
• Prepare both internal and external mail, including special handling packages and mailing lists. Distribute mail and faxes as needed.

• High school diploma or equivalent from an accredited institution.
• Two to five years of experience in an administrative role in a professional office environment.
• Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
• Demonstrate strong initiative and customer service orientation.
• Interact with employees, visitors and vendors with poise and diplomacy.
• Interpret instructions in written, oral, and diagrammatic or schedule form.
• Ability to manage and prioritize multiple tasks while meeting deadlines.
• Ability to make comparisons between sets of data identifying trends in data, drawing conclusions, and suggesting solutions.
• Demonstrate sound judgment and make independent decisions in routine situations.
• Advanced proficiency in Microsoft Office software, specifically Word, Excel, and PowerPoint.
• Type a minimum 60-WPM with accuracy.
• Ability to perform business related mathematical calculations.
• Strong verbal and written communication skills.
• Demonstrate strong attention to detail and proofreading abilities.
• Ability to work in a team environment.
• Maintain strict confidentiality.
• Operate personal computer and other office equipment.
• Ability to lift up to 25 lbs.
• Work overtime as business needs deem appropriate.

We are an equal opportunity employer and support workforce diversity.