Administrative Assistant

SUMMARY

Responsible for receiving and routing incoming calls and greeting visitors in a friendly, professional, business‑like manner. Assists support staff with various projects, including typing, data entry, maintenance of reference materials, mailings and other projects as assigned.

• Enters client data into CRM, processes paper applications, runs reports and updates PowerPoint presentations.
• Answers, screens, routes and directs calls to the appropriate parties.
• Takes complete and accurate messages and routes callers to voicemail.
• Orders, quality checks and assists with re‑restocking supplies as needed.
• Updates desk manual.
• Works collaboratively to maintain coverage at the front desk at all times, coordinating unexpected or unplanned breaks, time‑off and schedule changes.
• Assists visitors and vendors by confirming appointments, preparing reader board, creating name badges, managing sign‑in records, offering beverages and hanging coats.

• High School Diploma or equivalent.
• Relevant work experience.

• Proficient computer skills (Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Outlook).
• Knowledge of general industry procedures, practices and terminology.
• Skill in using office equipment including computer, fax, printer, scanner and multi‑line telephone system.
• Strong time management and organizational skills.
• Ability to maintain effective working relationships with personnel, vendors and the public.
• Ability to type 65 wpm accurately.
• Ability to keep filing current and accurate.
• Ability to communicate effectively in English, orally and in writing.
• Ability to approach and communicate with a wide range of personalities professionally and courteously.
• Ability to maintain a high level of organization and attention to detail while remaining flexible and responsive to multiple urgent requests.
• Ability to keep all confidential information due to the nature of the position within the company.