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, which include typing, data entry, maintenance of reference materials, mailings and other projects as assigned.

• Enters client data into CRM, processes paper applications, runs reports and/or updates PowerPoint presentations and assists with general office and facilities management.
• Answers, screens, routes and directs calls to the appropriate parties.
• Takes complete and accurate messages for individuals who are unavailable to take phone calls or promptly routes callers to voicemail.
• Orders, quality checks and assists with re-stocking supplies as needed for the office by coordinating with administrative staff.
• Updates desk manual.
• Works collaboratively with fellow staff to maintain coverage at front desk at all times by coordinating unexpected or unplanned breaks, time-off, change in lunch schedules, etc.
• Assists with visitors and vendors by confirming appointments, preparing reader board, creating name badges, managing sign-in records, offering beverages, hanging coats, etc.

• High School Diploma or equivalent combination of education and experience
• Relevant work experience

• Proficient computer skills (Microsoft/Word, Excel, PowerPoint, Adobe Acrobat, MS Outlook software preferred).
• Knowledge of the general industry procedures, practices and terminology.
• Skill in the use of office equipment including computer, fax, printer, scanner, multi-line telephone system, etc.
• Skill in the use of time management and organization skills.
• Skill in maintaining effective working relationships with personnel, vendors and the general public.
• Ability to accurately type 65 wpm.
• Ability to keep work filing current and accurate.
• Ability to communicate effectively in English, both orally and in writing, in a constructive manner.
• Ability to approach and communicate with a wide range of personalities in a professional and courteous manner.
• Ability to maintain a high level of organization and attention to detail while remaining flexible and responsive when faced with multiple urgent requests.
• Ability to maintain all confidential information due to nature of position within the company.
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